Office Coordinator Jobs

The Child Development Center department is seeking a talented individual to fill the position of Office Coordinator.

Comprised of two colleges, West Valley College and Mission College, we are located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate our two colleges for our friendly staff and supportive atmosphere.

The Office Coordinator will perform a wide variety of general clerical duties in support of specific functions and programs within the department assigned, and to train and provide assignments to student workers as assigned.

This is the journey level in the single level Office Assistant administrative support class. Employees at this level receive only occasional instruction or assistance as new, unusual, or unique situations arise and are fully aware of the operating procedures and policies within the work unit.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.

Assignment
100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of July 24, 2023. Schedule may change to include some evening or weekend hours, as needed. This position is represented by the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: Mission College, Santa Clara, CA

Salary and Benefits

Anticipated Hiring Range:

• $5,960.67–$6,492.67 monthly (WVMCEA Salary Schedule, Range 59, Steps A-C).

Benefits include:

• 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
• Employer-provided life insurance.
• $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
• 12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually.
• Educational growth incentive program from $45 to $225 monthly.
• CalPERS retirement.
• Position is union affiliated.
• Personal necessity leave and personal business leave.
• 12 days sick leave accrued annually.
• Employer-contributed medical, dental and vision for employee, spouse, and/or dependents.
• Employer-paid long term disability for employee.

Minimum Qualifications

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

• Equivalent to the completion of the twelfth grade, supplemented by college level coursework in business or a related field.
• Two years of responsible office administrative support experience, preferably in an educational environment, or two years of experience similar to an Office Assistant with the West Valley-Mission Community College District.

Knowledge and Abilities

Knowledge of:

• Modern office practices, procedures and computer equipment and standard office software.
• Organization, procedures, and operating details of an office.
• Pertinent federal, state, local, and district laws, ordinances, rules, regulations and mandates.
• Principles and practices of routine research and project planning.
• English usage, grammar, spelling, punctuation and vocabulary.
• Principles and practices of office management and records management.
• Principles and methods of business letter and report writing.
• Methods and techniques of budget monitoring and basic accounting.

Ability to:

• Compose complex correspondence and prepare preliminary reports.
• Type at a speed necessary for successful job performance.
• Establish and maintain effective, cooperative, and collaborative working relationships with others.
• On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.
• Coordinate and organize timely workflow while maintaining effective and highly cooperative relationships.
• Operate and use modern office equipment including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Research, interpret and apply federal, state, district and campus laws, regulations, rules, and policies.
• Work effectively to meet demanding schedules and multiple timelines.
• Think critically and independently. Learn and effectively utilize a variety of specialized software and database systems applicable to program area.
• Relate effectively with people of varied academic, cultural and socio-economic backgrounds using tact, diplomacy and courtesy.
• Maintain official and complex records and files.
• Plan, oversee, and implement activities related to an office.
• Work confidentially with discretion.
• Communicate effectively orally and in writing.
• Direct the work of hourly and/or student workers.
• Use sound judgment in recognizing scope of authority.
• Intermittently, review and evaluate documents related to program operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
• Utilize appropriate safety procedures and practices for assigned duties.

Examples of Duties and Responsibilities

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

• Monitor and maintain office supplies and equipment including printers, copiers, and computers; contact vendors and/or district facilities staff for repairs as needed; assure maintenance of common spaces for appearance and functionality.
• Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various status reports on operations and activities.
• Receive and distribute incoming mail and email; review and evaluate mail and email to identify those items requiring priority attention; receive telephone calls and provide assistance to callers using judgment as to calls requiring escalation.
• Research and compile background data; perform routine and special administrative activities and projects; prepare independent draft documentation; maintain records and files regarding administrative activities; prepare agendas for a variety of meetings, committees, and groups.
• Perform a wide variety of responsible administrative and secretarial duties for an assigned program director; research and compile routine administrative projects.
• Interpret and explain district and program policies, rules and regulations in response to inquiries; refer inquiries as appropriate; assist in developing office policies and procedures in order to meet program and organizational objectives.
• May hire, orient, train, schedule, and assign and direct the work of hourly employees.
• May order and purchase supplies for administrative operations; perform accounting functions related to ordering supplies, equipment, and services; make budget transfers as appropriate.
• Review, verify, and process documents related to administrative and program activities such as invoices, contracts, grants, claims, legislation, and other specialized documents; review and verify compliance with district and/or program regulations.
• May provide technical and functional oversight of assigned clerical staff; plan, prioritize, assign and review the work of staff involved in providing clerical support.
• Coordinate and make travel and meeting arrangements; maintain appointment schedules and calendars; arrange meetings and conferences.
• Foster an environment that embraces diversity, integrity, trust and respect.
• Participate and assist in the development and administration of an assigned budget; prepare budget reports; compile annual budget requests; monitor and control expenditures; identify and resolve budget discrepancies.
• Coordinate and implement assigned program activities of an operational area of assignment; prepare status reports, statistical reports, and documents related to program activities.
• May assist with and participate in program outreach and marketing functions, including designing and producing marketing materials or attending outreach events and presentations.
• Respond to letters and general correspondence not requiring the attention of supervisory staff.
• Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
• Be an integral team player, which involves flexibility, cooperation and communication.
• Provide administrative support for assigned task forces, committees, commissions and boards; review and summarize miscellaneous reports and documents; prepare background documents as necessary.
• Perform related duties as assigned.
• May serve as initial point of contact and source of information for students, program participants, outside vendors and organizations, and/or members of the public.
• May provide follow up to assignments given to staff by an assigned program director; provide status reports to an assigned program director; assist in coordinating and producing reports.
• May maintain time card and payroll records; maintain administrative files and records for personnel including employee evaluations and disciplinary actions.
• Establish and coordinate office activities and schedules; establish methods for office and front counter operations; implement office policies and procedures; develop and recommend office procedures and systems; ensure smooth office operations; may function as office manager.

APPLICATION INFORMATION:

• Incomplete applications will not be considered.
• All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
• Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.
• Supervisor(s) name(s) and telephone numbers must be included in the application.
• The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.
• Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) Any requested licenses or certificates, if applicable.

ABOUT TRANSCRIPTS:

• If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
• Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
• Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
• Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
• Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.
• If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.

For reasonable accommodations and assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2171 Fax: (408) 867-9059

SELECTION PROCESS INFORMATION:

• Travel expenses to attend first-level interview are the responsibility of the candidate.
• Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
• Application materials become the property of the District and will not be returned or duplicated.
• The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
• Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
• The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
• After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
• All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.

EEO STATEMENT:

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Job Type: Full-time

Pay: $5,960.67 - $6,492.67 per month

Benefits:

• Vision insurance
• Flexible spending account
• Health insurance
• Tuition reimbursement
• Paid time off
• Life insurance
• Employee assistance program
• 401(k)

Schedule:

• Monday to Friday
• Day shift

Work Location: In person