New River Community College
Senior Administrative Assistant - Confidential
New River Community College, Livermore, California, United States, 94551
Job Summary
Las Positas College – Senior Administrative Assistant, Confidential. Under direction, perform the full range of advanced level administrative, secretarial, and clerical duties of a complex nature in support of the assigned program area in a large administrative, academic services, or student services department; provide support and assistance to the assigned administrator, faculty, and staff; serve as a liaison between the department administrator and faculty, the general public, students, staff, and other campus and community officials; plan, coordinate, and implement ongoing operations and activities of the assigned office. This position is a confidential class designated by the Board of Trustees of the Chabot-Las Positas Community College District under authorization of Chapter 10.7, Section 3540.1 of the Government Code. Incumbents perform duties that involve gathering or reviewing information or data concerning employee grievances or discipline matters, or data relating to or containing information about employer bargaining positions, negotiation strategies, or proposals. Representative Duties
Participate in the administration of the office to which assigned; provide responsible and complex secretarial and administrative support for the assigned area; relieve the administrator of clerical, technical, and administrative detail; organize functions and activities promoted by the District, College, or program area; serve as a liaison between the administrator and staff, the general public, and other District personnel. Plan and organize administrative office support functions; assist the administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinate, oversee, and evaluate the flow of office work; review timelines; discuss and review calendar of events with the administrator to assure timely coordination of office activities and status of projects; develop schedules related to department activities and services. Utilize electronic technology to correspond with others, maintain calendars and appointments; coordinate meetings; arrange travel; process conference reimbursement and other requests. Research, compile, and analyze information as necessary; prepare summary information and recommendations or alternatives. Prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives; complete applicable reports; verify and review forms and reports for completeness and conformance with regulations and procedures. Coordinate and oversee specialized functions or projects independently, including event planning; ensure timely and accurate work; use independent judgment to develop recommendations and information as appropriate. Interact with administrators, divisions, departments, faculty, staff, and students; interpret and apply policies; process sensitive complaints and requests for information; prepare preliminary responses for the administrator’s signature. Serve as liaison and facilitate communications between the assigned administrator and College leadership, administrative staff, faculty, students, community representatives, and the public; relay messages and resolve problems as needed. Ensure Board agenda items and supporting documents are developed within timelines and legal requirements; notify the administrator of requests for information; ensure Board is informed of actions as requested. Assist in budget preparation and administration; prepare cost estimates, justify budget items, allocate funds, monitor expenditures, and provide regular budget reports; process transfers and revisions as needed. Recommend expenditures for office equipment, materials, and supplies; ensure proper functioning and timely ordering and receipt. Process information related to hiring/payroll for the assigned area; complete forms, monitor signatures, and track approvals; process payroll forms within timelines. Provide staff support to standing and ad hoc committees; attend meetings, take notes, and prepare agendas, materials, and minutes as appropriate. Answer phones and respond to sensitive questions, complaints, and requests for information; communicate information in person, by e-mail, or telephone; exercise judgment and awareness of policies and procedures. Assign, schedule, train, and provide lead direction to lower-level staff and student workers; prioritize work and review completed work for accuracy. Establish and maintain complex filing systems including confidential files and budget records; maintain manuals and resources. Type, format, proofread, duplicate, and distribute correspondence, reports, notices, schedules, forms, and other materials; compose routine and non-routine correspondence; prepare preliminary responses for administrator’s approval. Receive mail and prioritize matters for the administrator. Utilize advanced knowledge of computer applications; enter, update, extract information; maintain and generate reports from databases or networks. Maintain advanced level knowledge of applicable hardware and software; adapt to changing technologies. Perform related duties as required. Minimum Education and Experience
Education/Training: Equivalent to the completion of the twelfth grade supplemented by two years of college level coursework or specialized training in business, secretarial science, office automation, or a related field. Experience: Four years of increasingly responsible secretarial and administrative support experience involving a high level of public contact, use of computer and office applications, and providing administrative support to management staff, preferably in an educational environment. Minimum Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Operational characteristics, services, and activities of the functions, programs, and operations of the assigned department and/or division. Work organization and office management principles and practices. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Basic processes, procedures, and practices of budget preparation and administration. Principles, practices, and procedures of business letter writing. Principles and practices used to establish and maintain confidential files and information retrieval systems. Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation including confidential record keeping and filing. Mathematical concepts. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Interpersonal skills using tact, patience, and courtesy. Principles and practices of providing training, lead direction, and guidance to lower-level office staff and student workers. English usage, grammar, spelling, punctuation, and vocabulary. Oral and written communication skills. Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment. Ability to: Understand the organization and operation of the District and assigned division and department as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. Perform responsible and difficult administrative and secretarial duties involving the use of independent judgment and personal initiative. Work confidentially with discretion; maintain confidentiality of work performed. Exercise tact, judgment, diplomacy, initiative, and discretion in handling matters of a difficult and sensitive nature. Oversee and participate in administrative functions and operations of the assigned office. Establish, review, and revise office work priorities. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Use sound judgment in recognizing scope of authority. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Respond to requests and inquiries from students, staff, or the public; effectively present information in person, by e-mail, or on the telephone to students, staff, or the public. Research, compile, analyze, and interpret diverse data. Independently compose and prepare correspondence and memoranda. Prepare a variety of clear and concise administrative and financial reports. Effectively present information in person or on the telephone to students, staff, or the public. Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations. Type or enter data at a speed necessary for successful job performance. Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. Implement and maintain complex and varied files and records. Select, train, and provide work direction to student temporary workers. Establish, review, and revise office work priorities. Plan and organize work to meet schedules and changing deadlines. Participate in the preparation and administration of assigned budgets. Use correct English, grammar, spelling, punctuation, and vocabulary. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications at an advanced level. Adapt to changing technologies and learn functionality of new equipment and systems. Meet tight deadlines and work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Work independently and effectively in the absence of supervision. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Job Work Schedule
40 hours/week, Monday – Friday, 8:00 a.m. – 5:00 p.m.; hours may vary depending on department needs; occasional evening and weekends required as needed; 12 months/year. Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Posting Number: AS807P Open Date: 10/16/2025 Close Date: 11/12/2025 Open Until Filled: No Special Instructions to Applicants
The Board of Trustees has updated Board Policy 7330 to incorporate information on COVID vaccination requirements, which are currently suspended. Accordingly, employee(s) must comply with the Board Policy found at: BP7330.pdf. Notification to Applicants
The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position Instructions for Personal Qualifications Statement
The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter. To apply, visit the CLPCCD postings page. It is the policy of this District to provide equal opportunity in all areas of employment practices and to assure that there shall be no discrimination against any person on the basis of sex, ancestry, age, marital status, race, religious creed, mental disability, medical condition (including HIV and AIDS), color, national origin, physical disability, family or sexual orientation status and other similar factors in compliance with Title IX and related non-discrimination regulations. The District encourages the filing of applications by both sexes, ethnic minorities, and the disabled. Posting details: Posting number AS807P; Open Date 10/16/2025; Close Date 11/12/2025; Open Until Filled No.
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Las Positas College – Senior Administrative Assistant, Confidential. Under direction, perform the full range of advanced level administrative, secretarial, and clerical duties of a complex nature in support of the assigned program area in a large administrative, academic services, or student services department; provide support and assistance to the assigned administrator, faculty, and staff; serve as a liaison between the department administrator and faculty, the general public, students, staff, and other campus and community officials; plan, coordinate, and implement ongoing operations and activities of the assigned office. This position is a confidential class designated by the Board of Trustees of the Chabot-Las Positas Community College District under authorization of Chapter 10.7, Section 3540.1 of the Government Code. Incumbents perform duties that involve gathering or reviewing information or data concerning employee grievances or discipline matters, or data relating to or containing information about employer bargaining positions, negotiation strategies, or proposals. Representative Duties
Participate in the administration of the office to which assigned; provide responsible and complex secretarial and administrative support for the assigned area; relieve the administrator of clerical, technical, and administrative detail; organize functions and activities promoted by the District, College, or program area; serve as a liaison between the administrator and staff, the general public, and other District personnel. Plan and organize administrative office support functions; assist the administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinate, oversee, and evaluate the flow of office work; review timelines; discuss and review calendar of events with the administrator to assure timely coordination of office activities and status of projects; develop schedules related to department activities and services. Utilize electronic technology to correspond with others, maintain calendars and appointments; coordinate meetings; arrange travel; process conference reimbursement and other requests. Research, compile, and analyze information as necessary; prepare summary information and recommendations or alternatives. Prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives; complete applicable reports; verify and review forms and reports for completeness and conformance with regulations and procedures. Coordinate and oversee specialized functions or projects independently, including event planning; ensure timely and accurate work; use independent judgment to develop recommendations and information as appropriate. Interact with administrators, divisions, departments, faculty, staff, and students; interpret and apply policies; process sensitive complaints and requests for information; prepare preliminary responses for the administrator’s signature. Serve as liaison and facilitate communications between the assigned administrator and College leadership, administrative staff, faculty, students, community representatives, and the public; relay messages and resolve problems as needed. Ensure Board agenda items and supporting documents are developed within timelines and legal requirements; notify the administrator of requests for information; ensure Board is informed of actions as requested. Assist in budget preparation and administration; prepare cost estimates, justify budget items, allocate funds, monitor expenditures, and provide regular budget reports; process transfers and revisions as needed. Recommend expenditures for office equipment, materials, and supplies; ensure proper functioning and timely ordering and receipt. Process information related to hiring/payroll for the assigned area; complete forms, monitor signatures, and track approvals; process payroll forms within timelines. Provide staff support to standing and ad hoc committees; attend meetings, take notes, and prepare agendas, materials, and minutes as appropriate. Answer phones and respond to sensitive questions, complaints, and requests for information; communicate information in person, by e-mail, or telephone; exercise judgment and awareness of policies and procedures. Assign, schedule, train, and provide lead direction to lower-level staff and student workers; prioritize work and review completed work for accuracy. Establish and maintain complex filing systems including confidential files and budget records; maintain manuals and resources. Type, format, proofread, duplicate, and distribute correspondence, reports, notices, schedules, forms, and other materials; compose routine and non-routine correspondence; prepare preliminary responses for administrator’s approval. Receive mail and prioritize matters for the administrator. Utilize advanced knowledge of computer applications; enter, update, extract information; maintain and generate reports from databases or networks. Maintain advanced level knowledge of applicable hardware and software; adapt to changing technologies. Perform related duties as required. Minimum Education and Experience
Education/Training: Equivalent to the completion of the twelfth grade supplemented by two years of college level coursework or specialized training in business, secretarial science, office automation, or a related field. Experience: Four years of increasingly responsible secretarial and administrative support experience involving a high level of public contact, use of computer and office applications, and providing administrative support to management staff, preferably in an educational environment. Minimum Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of: Operational characteristics, services, and activities of the functions, programs, and operations of the assigned department and/or division. Work organization and office management principles and practices. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Basic processes, procedures, and practices of budget preparation and administration. Principles, practices, and procedures of business letter writing. Principles and practices used to establish and maintain confidential files and information retrieval systems. Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation including confidential record keeping and filing. Mathematical concepts. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Interpersonal skills using tact, patience, and courtesy. Principles and practices of providing training, lead direction, and guidance to lower-level office staff and student workers. English usage, grammar, spelling, punctuation, and vocabulary. Oral and written communication skills. Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment. Ability to: Understand the organization and operation of the District and assigned division and department as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. Perform responsible and difficult administrative and secretarial duties involving the use of independent judgment and personal initiative. Work confidentially with discretion; maintain confidentiality of work performed. Exercise tact, judgment, diplomacy, initiative, and discretion in handling matters of a difficult and sensitive nature. Oversee and participate in administrative functions and operations of the assigned office. Establish, review, and revise office work priorities. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Use sound judgment in recognizing scope of authority. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Respond to requests and inquiries from students, staff, or the public; effectively present information in person, by e-mail, or on the telephone to students, staff, or the public. Research, compile, analyze, and interpret diverse data. Independently compose and prepare correspondence and memoranda. Prepare a variety of clear and concise administrative and financial reports. Effectively present information in person or on the telephone to students, staff, or the public. Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations. Type or enter data at a speed necessary for successful job performance. Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. Implement and maintain complex and varied files and records. Select, train, and provide work direction to student temporary workers. Establish, review, and revise office work priorities. Plan and organize work to meet schedules and changing deadlines. Participate in the preparation and administration of assigned budgets. Use correct English, grammar, spelling, punctuation, and vocabulary. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications at an advanced level. Adapt to changing technologies and learn functionality of new equipment and systems. Meet tight deadlines and work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Work independently and effectively in the absence of supervision. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Job Work Schedule
40 hours/week, Monday – Friday, 8:00 a.m. – 5:00 p.m.; hours may vary depending on department needs; occasional evening and weekends required as needed; 12 months/year. Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Work is performed primarily in a standard office setting. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Posting Number: AS807P Open Date: 10/16/2025 Close Date: 11/12/2025 Open Until Filled: No Special Instructions to Applicants
The Board of Trustees has updated Board Policy 7330 to incorporate information on COVID vaccination requirements, which are currently suspended. Accordingly, employee(s) must comply with the Board Policy found at: BP7330.pdf. Notification to Applicants
The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position Instructions for Personal Qualifications Statement
The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter. To apply, visit the CLPCCD postings page. It is the policy of this District to provide equal opportunity in all areas of employment practices and to assure that there shall be no discrimination against any person on the basis of sex, ancestry, age, marital status, race, religious creed, mental disability, medical condition (including HIV and AIDS), color, national origin, physical disability, family or sexual orientation status and other similar factors in compliance with Title IX and related non-discrimination regulations. The District encourages the filing of applications by both sexes, ethnic minorities, and the disabled. Posting details: Posting number AS807P; Open Date 10/16/2025; Close Date 11/12/2025; Open Until Filled No.
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