Confidential Executive Administrative Assistant; Human Resources

CONFIDENTIAL EXECUTIVE ADMINISTRATIVE ASSISTANT (Human Resources)

Location:

San José, CA – Evergreen Community College District. Full‑time.

Salary: $94,858–$121,588 per year. (Pay range subject to qualifications and experience.)

Position Summary:

The Confidential Executive Administrative Assistant reports to the Vice Chancellor of Human Resources at the District Office. This role provides advanced and confidential administrative support to the Executive and assists in the administration of office functions, providing information and assistance to faculty, staff, students and the public.

• Serve as a liaison with all levels of administration, faculty, and students, ensuring the implementation of the vision for the District.
• Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty and staff; resolve concerns and complaints; refer inquiries as appropriate.
• Establish and maintain confidential files and records; research and gather information for special reports.
• Maintain calendars of department activities, meetings and events; make reservations; coordinate travel arrangements for department staff as needed.
• Perform a variety of administrative and clerical support functions; receive, review and initiate the processing of worker’s compensation claims; submit appropriate paperwork; follow‑up as necessary.
• Prepare correspondence, respond to letters and general correspondence of a routine nature; prepare reports and graphic materials as assigned.
• Compile Board meeting material; ensure all information is assembled and properly filed; route to Chancellor’s Office by the assigned deadline.
• Provide staff support on a variety of boards and committees; prepare agendas and minutes and distribute.
• Conduct special projects related to the development of proposals such as gathering collective bargaining data.
• May prepare, negotiate, review, and administer contracts or independent contractor agreements; liaise with property insurer for liability claims; monitor the risk management program.
• Open, sort and distribute mail; identify priority items.
• Order and maintain adequate supplies as required.
• Perform other related duties as assigned.

• Completion of the twelfth grade supplemented by specialized secretarial training and/or college‑level coursework.
• Three (3) years of increasingly responsible administrative secretarial experience.
• Current knowledge of business letter writing principles; record keeping and reporting; modern office procedures; basic mathematics.
• Proficient in use of office machines, computer devices and Microsoft Office.
• Ability to maintain confidential records and communicate clearly in writing and orally.
• Work independently with minimal supervision.

• Human Resources experience.
• Public sector experience.
• Proficiency in MS Office.

Health, dental, vision, life insurance, long‑term disability, employee assistance plan, pension plan, paid vacation, sick leave, flexible spending accounts (403(b), 457), and additional benefits as detailed by the District.

San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender status, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.