Administrative Assistant to the Vice President of Human Resources and Legal Activities

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Position Summary

MAJOR DUTIES

• Represents the Vice President by welcoming visitors, responds to inquiries from diverse college constituencies, provides information regarding policies or decisions, refers inquiries or problems, and resolves problems.

• Answers telephone and refers inquiries and calls to appropriate personnel.

• Manages the Vice President’s ever-changing calendar while keeping the Vice President aware of the changes.  May schedule appointments for other HR staff.

• Processes highly confidential materials.  Uses good judgment with respect to confidential matters.  Able to maintain strict and absolute confidentiality.

• Processes departmental expenses; tracks budget expenditures.
   
• Remains informed of problems, situations, and conditions of special interest to the Vice President; exercises independent judgment concerning matters requiring the Vice President’s attention to ensure timely action.

• Researches and gathers information as requested by the Vice President.

• Assists with I-9 process and ERB forms process, including guiding new employees on how to access and complete new hire paperwork.

• Coordinates meetings and events, sets up rooms and prepares agendas.  Coordinates convocation activities.

• Provides administrative support to Workday Learning Administrators by initiating course assignments, generating learner completion reports, and assisting learners with course navigation and technical support as needed

• Performs employment verifications. 

• Sorts and distributes mail.

• Prepares travel and purchase requisitions; processes billing, contracts, and orders office supplies for the department.

• Maintains department files and records; tracks documents received and sent.

• Maintains and displays a positive attitude; ability to work well in what is, at times a stressful environment.

• Must be able to work as a contributing member of a high performing team.

• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Skill in oral and written communication.
• Knowledge of modern office practices and procedures.

• Knowledge of college and department policies and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of customer service principles.

• Skill in prioritizing and organizing work.

• Knowledge of budget management principles.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in providing assistance to college stakeholders.

SUPERVISORY CONTROLS

The Vice President assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include the employee handbook, generally accepted accounting principles, and college and department policies and procedures. These guidelines are generally clear and specific, but may require  judgment, selection and interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties.  Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to coordinate the department’s administrative functions and provide administrative support for the operations of the Vice President.  Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other college employees, students, job applicants, vendors, contractors, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position may supervise assigned student employees.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an Associate’s degree. 

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• Letters of Recommendation (Optional)

This position will remain open until filled with the first review of application occurring on Tuesday, September 2, 2025.

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.