Administrative Assistant, Senior (Vice President, Business and Administrative Services)

Posting Number: 0001868

Location: Contra Costa College

Salary: Yearly Salary: $62,004, step 1 – $75,540, step 5 (see special instructions for step placement)

Position Definition:

To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President’s Office or other high-level executive manager.

Distinguishing Characteristics:

Administrative Assistant I This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions:

Duties may include, but are not limited to, the following:

• Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive’s Office, relieving the executive of a variety of technical and administrative duties.
• Serves as a liaison between the executive and the public, students, staff, and other campus officials.
• Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
• Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
• Provides complex workflow and office coordination of assigned department or program area.
• Maintains and updates web pages for assigned department.
• Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
• Assists or gives guidance to staff, students and the public regarding departmental processes.
• Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
• Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
• Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
• Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
• Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
• Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• May notify students of and post canceled classes.
• Dispatches service requisitions; determines and assigns priorities of requests.
• May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
• Performs related duties as assigned.

Minimum Qualifications:


Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.

Possession of an Associate degree from an accredited college, or the equivalent.

Knowledge Of:

Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.

Skill To:

Skill/Ability to:
Keyboard with accuracy.
Perform responsible and complex clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Develop new procedures for the clerical and administrative operation of assigned area.
Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Carry out verbal and written directions independently.
Make mathematical calculations quickly and accurately.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful and professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Ability To:


Desirable Qualifications:

• Ability to work and converse effectively with all levels of colleagues, students and other external constituents in a diverse multicultural setting
• Demonstrate talent for planning, initializing and implementing operational procedures and streamlining complex work procedures
• Well versed in taking and compiling minutes for meetings
• Strong skills in Microsoft Office applications (Excel, Word, PowerPoint, etc.)
• Knowledge of Colleague by Ellucian student, faculty, and course operations
• Expertise producing and managing databases
• Excellent verbal and written communication skills
• Ability to successfully coordinate complex projects dependent on multiple staff/faculty inputs for completion
• Ability to multi-task and prioritize competing deadlines

Special Instructions:

Note: New employees will be placed at the first step which is $5,167 per month, second step $5,427 per month or third step at $5,703 per month (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $6,295 per month is reached on the salary schedule.

Yearly Salary: $62,004, step 1 – $75,540, step 5

The Senior Administrative Assistant supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Job Close Date: 6/30/2023

Open Until Filled: No

To apply, visit https://apptrkr.com/4215142

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