West Valley-Mission Community College District
Administrative Specialist, School of Art & Design (Temporary)
West Valley-Mission Community College District, Saratoga, California, us, 95071
Requisition Details
Position Information
Position Title Administrative Specialist, School of Art & Design (Temporary)
How many positions are you recruiting for? 1
Campus WVMCCD District (All Campuses)
Position Summary Information
Definition
The Cilker School of Art & Design is seeking a highly motivated and talented individual to fill the temporary position of Administrative Specialist.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere
The purpose of this position is to perform specialized program and/or administrative related duties in assistance to an assigned operational function; to research, collect and analyze data and prepare draft reports; to perform administrative and technical work of assigned program area; and to provide specialized and/or technical assistance to management.
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
This is a temporary, hourly position with a proposed start date of April 1, 2025 and end date of October 1, 2025.
Work Location: West Valley College, Saratoga, CA
Salary and Benefits
$51.23 per hour
Due to the temporary nature of this position, benefits are not included.
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: Experience: Two years of increasingly responsible technical level program experience. Education: Equivalent to an Associate's degree from an accredited college with major coursework in business, education, general education or a related field.
AND
Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
Desired Qualifications
Knowledge and Abilities
Knowledge of: Principles, practices, and techniques of budgeting and bookkeeping. Methods, procedures and equipment used in office management, including computers and applicable software. Methods and techniques of recordkeeping, data entry, and file maintenance. Correct English usage, spelling, grammar, and vocabulary. Pertinent federal, state, and district laws, codes and regulations pertaining to assigned program. College and district policies and procedures. Contracts, curriculum, and other information and documents related to program. Basic research methods and techniques. Principles and practices of office management. Methods and techniques of statistical and data reporting. Basic principles and methods of training and interviewing. Ability to:
Recruit, train, and direct the work of student assistants and tutors in the assigned program. Interpret, apply, and explain pertinent regulations, policies, and procedures. Provide advice and information regarding program processes, regulations, and services. Monitor program budgets. Plan, organize, coordinate, and implement program activities. On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. On a continuous basis, sit at desk for long periods of time. Intermittently twist to reach office equipment; perform simple grasping and fine manipulation; use telephone; write and use keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. Make oral presentations to individuals or groups. Learn and explain application procedures and eligibility requirements of assigned program. Serve as an advocate for program participants. Use sound judgment in recognizing scope of authority. Operate and use modern office equipment including computers and applicable software. Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. Utilize appropriate safety procedures and practices for assigned duties. Communicate effectively orally and in writing. Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy. Establish and maintain effective, cooperative, and collaborative working relationships with others. Examples of Duties and Responsibilities
Duties may include, but are not limited to, the following:
Plan, coordinate and schedule program-related services, activities, events, and meetings. Plan, prepare, edit and proofread a variety of materials such as contracts, course outlines, correspondence, requisitions, student records, timesheets, statistical and annual reports, and program guidelines, policies, and procedures. Provide information and assistance to students, district faculty and staff, and community members and/or outside groups regarding program operations, activities, and eligibility. Serve as initial point of contact for program participants; provide support and advice to students regarding program processes and regulations, and make referrals to appropriate campus and community resources as necessary; assist with problem solving and selecting appropriate solutions. Communicate with instructors, vendors, and suppliers regarding program facilities, supplies and equipment; maintain supply inventory; monitor and report needed equipment repairs. Create program marketing materials; participate in recruitment and outreach events. Recruit, select, train, evaluate, and direct the work of student workers and/or contract employees; may review proposals and negotiate terms with contract employees. Monitor and analyze data and prepare various financial and narrative reports; may monitor program budget. Evaluate the completeness of student applications for assigned programs; coordinate program intake processes; assure compliance with program-related regulations; communicate with students regarding missing documents. Maintain program facilities in a clean and orderly condition; may coordinate custodial and maintenance functions with district staff; may adjust and perform maintenance or minor repairs to equipment as needed. Make recommendations, place orders, and maintain records for the purchase of office equipment and supplies; prepare and process a variety of contracts, purchasing requests, and invoices; receive and store supplies. Communicate and coordinate with district and department managers, faculty, and staff to provide information on program services; may assist with development of program policies and procedures. Organize and maintain extensive and confidential databases, records, and student files for assigned program. Interpret, articulate, and disseminate information on applicable laws and regulations to students and administrators. May function as office manager. May participate in and/or serve on various program-related district and outside committees, as assigned. Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service. Foster an environment that embraces diversity, integrity, trust, and respect. Be an integral team player, which involves flexibility, cooperation, and communication. Perform related duties as assigned Working Conditions
Other Duties
Physical Demands
Applicant Information
APPLICATION INFORMATION:
Interested applicants must submit online all materials requested, including: A completed online
West Valley-Mission Community College District application; and Resume
All sections of the online application, including Education and Work History, must be completed thoroughly. Supervisor(s) name(s) and telephone numbers must be included in the application. Incomplete applications will not be considered. Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment. The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely. For reasonable accommodations and assistance, contact: Office of Human Resources, Attn: Recruitment 14000 Fruitvale Ave, Saratoga, CA 95070 Phone: (408) 741-2174 Fax: (408) 741-2564 Email: jobs@wvm.edu
Selection Process
SELECTION PROCESS INFORMATION:
Applications will be screened by appropriate department representatives on an as-needed basis. Qualified applicants who best meet the needs of the division will be contacted for an interview. Travel expenses to attend the interview are the responsibility of the candidate. Application materials become the property of the District and will not be returned or duplicated. The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants. Offers of employment are contingent upon the successful clearance from a criminal background check, freedom from tuberculosis, and proof of identity and eligibility to work in the United States prior to the first day of work.
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.
Special Instructions to the Applicant
Posting Detail Information
Posting Number FY22/23-253FT
Open Date 02/03/2025
Close Date 03/02/2025
Open Until Filled No
Position Information
Position Title Administrative Specialist, School of Art & Design (Temporary)
How many positions are you recruiting for? 1
Campus WVMCCD District (All Campuses)
Position Summary Information
Definition
The Cilker School of Art & Design is seeking a highly motivated and talented individual to fill the temporary position of Administrative Specialist.
West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere
The purpose of this position is to perform specialized program and/or administrative related duties in assistance to an assigned operational function; to research, collect and analyze data and prepare draft reports; to perform administrative and technical work of assigned program area; and to provide specialized and/or technical assistance to management.
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
This is a temporary, hourly position with a proposed start date of April 1, 2025 and end date of October 1, 2025.
Work Location: West Valley College, Saratoga, CA
Salary and Benefits
$51.23 per hour
Due to the temporary nature of this position, benefits are not included.
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: Experience: Two years of increasingly responsible technical level program experience. Education: Equivalent to an Associate's degree from an accredited college with major coursework in business, education, general education or a related field.
AND
Understanding of, and sensitivity to the diverse academic, socio-economic, ethnic, religious and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
Desired Qualifications
Knowledge and Abilities
Knowledge of: Principles, practices, and techniques of budgeting and bookkeeping. Methods, procedures and equipment used in office management, including computers and applicable software. Methods and techniques of recordkeeping, data entry, and file maintenance. Correct English usage, spelling, grammar, and vocabulary. Pertinent federal, state, and district laws, codes and regulations pertaining to assigned program. College and district policies and procedures. Contracts, curriculum, and other information and documents related to program. Basic research methods and techniques. Principles and practices of office management. Methods and techniques of statistical and data reporting. Basic principles and methods of training and interviewing. Ability to:
Recruit, train, and direct the work of student assistants and tutors in the assigned program. Interpret, apply, and explain pertinent regulations, policies, and procedures. Provide advice and information regarding program processes, regulations, and services. Monitor program budgets. Plan, organize, coordinate, and implement program activities. On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. On a continuous basis, sit at desk for long periods of time. Intermittently twist to reach office equipment; perform simple grasping and fine manipulation; use telephone; write and use keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. Make oral presentations to individuals or groups. Learn and explain application procedures and eligibility requirements of assigned program. Serve as an advocate for program participants. Use sound judgment in recognizing scope of authority. Operate and use modern office equipment including computers and applicable software. Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. Utilize appropriate safety procedures and practices for assigned duties. Communicate effectively orally and in writing. Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy. Establish and maintain effective, cooperative, and collaborative working relationships with others. Examples of Duties and Responsibilities
Duties may include, but are not limited to, the following:
Plan, coordinate and schedule program-related services, activities, events, and meetings. Plan, prepare, edit and proofread a variety of materials such as contracts, course outlines, correspondence, requisitions, student records, timesheets, statistical and annual reports, and program guidelines, policies, and procedures. Provide information and assistance to students, district faculty and staff, and community members and/or outside groups regarding program operations, activities, and eligibility. Serve as initial point of contact for program participants; provide support and advice to students regarding program processes and regulations, and make referrals to appropriate campus and community resources as necessary; assist with problem solving and selecting appropriate solutions. Communicate with instructors, vendors, and suppliers regarding program facilities, supplies and equipment; maintain supply inventory; monitor and report needed equipment repairs. Create program marketing materials; participate in recruitment and outreach events. Recruit, select, train, evaluate, and direct the work of student workers and/or contract employees; may review proposals and negotiate terms with contract employees. Monitor and analyze data and prepare various financial and narrative reports; may monitor program budget. Evaluate the completeness of student applications for assigned programs; coordinate program intake processes; assure compliance with program-related regulations; communicate with students regarding missing documents. Maintain program facilities in a clean and orderly condition; may coordinate custodial and maintenance functions with district staff; may adjust and perform maintenance or minor repairs to equipment as needed. Make recommendations, place orders, and maintain records for the purchase of office equipment and supplies; prepare and process a variety of contracts, purchasing requests, and invoices; receive and store supplies. Communicate and coordinate with district and department managers, faculty, and staff to provide information on program services; may assist with development of program policies and procedures. Organize and maintain extensive and confidential databases, records, and student files for assigned program. Interpret, articulate, and disseminate information on applicable laws and regulations to students and administrators. May function as office manager. May participate in and/or serve on various program-related district and outside committees, as assigned. Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service. Foster an environment that embraces diversity, integrity, trust, and respect. Be an integral team player, which involves flexibility, cooperation, and communication. Perform related duties as assigned Working Conditions
Other Duties
Physical Demands
Applicant Information
APPLICATION INFORMATION:
Interested applicants must submit online all materials requested, including: A completed online
West Valley-Mission Community College District application; and Resume
All sections of the online application, including Education and Work History, must be completed thoroughly. Supervisor(s) name(s) and telephone numbers must be included in the application. Incomplete applications will not be considered. Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment. The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely. For reasonable accommodations and assistance, contact: Office of Human Resources, Attn: Recruitment 14000 Fruitvale Ave, Saratoga, CA 95070 Phone: (408) 741-2174 Fax: (408) 741-2564 Email: jobs@wvm.edu
Selection Process
SELECTION PROCESS INFORMATION:
Applications will be screened by appropriate department representatives on an as-needed basis. Qualified applicants who best meet the needs of the division will be contacted for an interview. Travel expenses to attend the interview are the responsibility of the candidate. Application materials become the property of the District and will not be returned or duplicated. The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants. Offers of employment are contingent upon the successful clearance from a criminal background check, freedom from tuberculosis, and proof of identity and eligibility to work in the United States prior to the first day of work.
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.
Special Instructions to the Applicant
Posting Detail Information
Posting Number FY22/23-253FT
Open Date 02/03/2025
Close Date 03/02/2025
Open Until Filled No