Administrative Assistant - Foundation

Administrative Assistant - Foundation

Salary

$73,337.76 - $80,854.92 Annually

Location

1324 E. Green Street, Pasadena, CA

Job Type

Full-Time

Job Number

10151

Department

Foundation

Opening Date

07/17/2026

Closing Date

7/31/2026 11:59 PM Pacific

Probationary Period

Six months

Work Shift

Mon - Fri. 8:00 AM - 4:30 PM

Salary Schedule/Range

CFT-49

• Description
• Benefits
• Questions

Under direction, the Administrative Assistant - Foundation performs a variety of advanced and complex administrative support functions in support of the Board of Directors and the Foundation, requiring independent judgment and discretion. The position typically performs routine administrative and clerical activities, as well as duties requiring the application of analytical problem-solving skills that involve deviations from established processes, technology, and resources. The position may provide lead direction to general clerical support and professional expert positions.

ESSENTIAL DUTIES:

• Acts as liaison with Board members, faculty, staff, departments, Foundation members, outside agencies, auxiliary support groups, and individuals, as needed.
• Performs advanced administrative support functions for the Foundation's Board of Directors requiring significant independent judgment and application of district-wide policies and practices.
• Monitors and maintains calendars, coordinating and controlling the scheduling of appointments based on priorities and urgency; screens visitors, electronic messages, and mail; and arranges and confirms travel.
• Researches and prepares complex reports and documents involving confidential and/or technical information.
• Participates in the development of the budget and expenditure controls within established budgetary guidelines.
• Installs, maintains, and revises electronic files and office systems; and recommends clerical support procedures to improve efficiency and align with current technical best practices.
• Develops, maintains, and reviews forms, databases, spreadsheets, logs, schedules, and other records to support work processes.
• Provides lead direction, training, and work guidance to student assistants, professional experts, and classified clerical support personnel.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS:

• Graduation from high school or equivalent.

• Five (5) years of progressively responsible clerical or administrative support experience working for an administrator or manager.

• One (1) year of experience providing lead direction to support staff.

PREFERRED QUALIFICATIONS:

• Associate degree in any discipline.

KNOWLEDGE, SKILLS AND ABILITIES - May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.

KNOWLEDGE OF:

• Well-versed in rules, regulations, laws, and policies governing the community college district.
• Expertise in communication and dissemination techniques and methods, including written, oral, and visual media.
• Proficient in the use of modern office practices, procedures, equipment, and software applications.
• Ability to implement and teach customer service principles and techniques.

SKILLS:

• Demonstrated ability to deliver effective oral and written communication.
• Ability to set priorities and manage time effectively for optimal productivity.

ABILITIES:

• Demonstrated experience working with communities who have been traditionally underserved by higher education and experience in the pedagogy reflecting intersections of race, culture, class, ethnic, and queer communities.
• Ability to establish and maintain effective working relationships with other academic institutions, faculty, staff, students, and the public.

PHYSICAL ABILITIES AND ENVIRONMENTAL ELEMENTS - Activities and environmental or atmospheric conditions commonly associated with the performance of the functions of this job. The physical demands and environmental conditions described below 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 essential functions.

PHYSICAL ABILITIES:

• Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.
• This is primarily a sedentary office classification, although standing and walking between work areas may be required.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
• Positions in this classification may occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.
• Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS:

• Employees work in an office environment with moderate noise levels and controlled temperature conditions.

• Employees may interact with upset staff and/or public and private representatives while interpreting and enforcing departmental policies and procedures.

CORE COMPETENCIES: The District has identified the following essential skills and attributes needed for success in this position.

• Administrative Support

• Independent Judgment

• Communication Skills

• Organization and Time Management

• Problem-Solving

• Attention to Detail

• Team Collaboration

• Customer Service

SALARY RANGE:

CFT-49

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:

• If you do not follow the process or your application/resume is incomplete, your information will not be processed.
• If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
• The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
• While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
• Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:

• Resume or Curriculum Vitae
• Cover Letter

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

ADDITIONAL INFORMATION

• Successful applicants must provide proof of eligibility to work in the United States.
• Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
• Pasadena Area Community College District will not sponsor any visa applications.
• Applicants must be available for interviews at Pasadena City College at no cost to the District.
• Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
• The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
• Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
• The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
• An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

PASADENA AREA COMMUNITY COLLEGE DISTRICT

Equal Opportunity, Title IX, Section 504 Employer

At Pasadena City College, we are committed to supporting our employees with a comprehensive benefits package that enhances your life both inside and outside of work. Our benefits include a generous holiday schedule, ample sick time, and flexible vacation policies to ensure you have the time you need to rest and rejuvenate. For detailed information about our benefits, please view our Classified Employee Benefits Summary.

01

All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process. Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.

• Yes
• No

02

I understand that my application will be considered incomplete if any required sections of the application are not completed and/or if any documents that are required are not attached to my online application by the closing date.

• Yes
• No

03

Please specify your highest level of education.

• High School or equivalent (GED)
• Associates Degree
• Bachelors Degree
• Masters Degree
• Juris Doctor
• Doctorate Degree

04

Indicate the full-time equivalent years of progressively responsible clerical or administrative support experience working for an administrator or manager.

• One year
• Two years
• Three years
• Four years
• Five years
• Six years
• Seven years
• Eight years
• Nine years
• Ten years or more

05

Indicate where you have worked to obtain five (5) full-time years of progressively responsible clerical or administrative support experience working for an administrator or manager. 1. What was the time frame? 2. What was the employers name? 3. Describe the work you performed. (This section is required)

06

Indicate the full-time equivalent years of experience providing lead direction to support staff.

• Less than one year
• One year
• Two years
• Three years
• Four years
• Five years or more

07

Indicate where you have worked to obtain one (1) full-time equivalent year of experience providing lead direction to support staff. 1. What was the time frame? 2. What was the employers name? 3. Describe the work you performed. (This section is required)

08

Do you have work experience in a California Community College?

• Yes
• No

09

Which best describes your knowledge of rules, regulations, laws, and policies governing a community college district?

• No knowledge or experience
• Limited knowledge or experience
• Working knowledge through professional experience
• Extensive knowledge through regular application in a professional setting
• Expert knowledge, including interpreting and applying rules, regulations, laws, and policies to support organizational operations

10

Which best describes your experience managing complex executive calendars involving competing priorities, confidential meetings, and scheduling conflicts?

• No experience
• Limited experience
• Regularly managed one executive calendar
• Regularly managed multiple executive calendars
• Managed executive calendars for senior leadership or governing boards requiring significant independent judgment

11

Which best describes your professional experience participating in the development of budgets and expenditure controls within established budgetary guidelines?

• No experience
• Limited experience
• Assisted with monitoring expenditures or processing budget transactions
• Regularly participated in the development of budgets and expenditure controls within established budgetary guidelines
• Extensive experience developing, monitoring, and managing budgets and expenditure controls within established budgetary guidelines

12

Describe how you have demonstrated sensitivity and understanding in delivery of services and support to a diverse workforce and student population (diverse in terms of socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background). This section is required.

Required Question

Employer Pasadena Area Community College District

Address 1570 E. Colorado Blvd.

Pasadena, California, 91106-2003

Phone (626) 585-7388

Website https://pasadena.edu/hr