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Executive Assistant to the College President - Woodland Community College

 
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Institution: Yuba Community College District
Location: Woodland, California
Category:
Posted: 06/08/2019
Application Due: 00/00/0000
Type:

Job Title

Executive Assistant to the College President - Woodland Community College

Location

Woodland Community College - Woodland, CA

Job Description

BASIC FUNCTION: With limited direction of the College President, and minimal supervision, provide responsible confidential professional administrative and technical support to the College President and other administrative staff as assigned. Relieve the College President and other administrative staff of administrative details and act with discretion and independent judgment on matters of significance. Exercise direct supervision over lower level clerical support personnel and perform other related duties. Process administrative details independently, including preparation of reports, coordination of functions, communication of administrative procedures for the College, creation of technical and complex documents, and other administrative secretarial duties.


DISTINGUISHING CHARACTERISTICS: The Executive Assistant to the College President is a highly experienced-level confidential classification. Incumbents assist the President in coordinating the operating procedures, communications and administrative support functions of the College. The duties and responsibilities are more varied, technical, professional and confidential in nature, and involve a higher degree of initiative, and independence and knowledge of the policies and procedures of College and District and include wide functions and operations; perform a wide variety of duties which requires judgment and initiative over a broad range of situations and alternatives and must act or make decisions after considering the various possibilities. Confidentiality, tact, courtesy and political acumen are imperative for the position in handling College matters and the consequences of College decisions affecting both internal and external constituents.

Essential Duties Summary

REPRESENTATIVE DUTIES:

Provides administrative support to the President, thus relieving the President of a variety of technical and administrative duties; serve as a liaison between the President and staff, students, the public and other College personnel; establish and maintain positive staff and public relations. (E)


Provide highly complex workflow and office coordination; provide highly professional and confidential technical and complex administrative support to programs and various committees; assist in the evaluation of operations and activities of assigned responsibilities including recommending improvements and modifications; formulate, affect, interpret and implement management policies and operating procedures. (E)


Assist College President and other administrative staff in maintaining close communication on relevant issues with members of the administrative and management staff, faculty and classified staff; serve as liaison between District personnel and College personnel to maintain communication regarding policies and procedures; answer highly complex questions and disseminate information on programs to employees, the public, colleges, other agencies, etc. (E)


Assist College President in the development and implementation of college and office goals, objectives, strategies and work plans; interpret and implement policy; direct the work of employees in the President’s Office; interact with governmental agencies and engage in governmental relations, act as point of contact for legal counsel and inform the President of potential legal liability; resolve issues with College staff. (E)


Prepare and assemble agenda materials; review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; maintain confidentiality of the District’s negotiations with the collective bargaining units of the District. (E)


Receive and screen visitors demonstrating tact and courtesy; exercise judgment and refer visitors to appropriate College offices and personnel; respond to and resolve inquiries and complaints; exercise judgment in policy explanation; refer inquiries and complaints to appropriate staff as necessary. (E)


Manage the flow of electronic, paper, and verbal information and communications with proficiency, exercising independent judgment and maintaining confidentiality; compose correspondence independently; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and regulations are necessary. Exercise discretion in disseminating information, explaining policies and procedures, and speaking as directed for the College President in personal and telephone contacts and meetings. (E)


Compose correspondence; take and transcribe minutes, if needed; maintain appropriate databases to create charts, statistical reports, presentations, spreadsheets or visual aids; organize and complete a variety of projects using appropriate computer software programs; prepare and process College matters for the District Board Agenda as necessary. (E)


Conduct research on problems and situations, consulting with involved academic employees and classified staff, investigating policies and procedures, and gathering background materials; preparing related reports for the College President.


Keep the College President informed of situations that could lead to litigation or liability; work with legal counsel on issues concerning or involving the College President.


Determine and anticipate the needs of the President regarding upcoming meetings or negotiations; report and communicate information verbally, in writing and electronically where judgment, knowledge and interpretation of policies and regulations may be necessary; manage meeting proceedings utilizing a variety of record keeping and recording models. (E)


Arrange and schedule a variety of meetings and conferences; make travel arrangements and prepare related paperwork for processing; prepare purchase orders, budget transfers and order supplies and materials as needed. (E)


Establish and maintain complex, interrelated filing systems related to College information, records, and President’s office activities; ensure that records pertaining to assigned functional area are properly maintained. (E)


Research information; collect and compile statistical and financial data for special or routine reports; receive, open, and distribute mail; identify and refer matters to the President or staff members in order of priority. (E)


Participate in budget planning, preparation and administration including cost estimates for budget recommendations for college budgets; monitor the President’s Office budget, review reports, and maintain records of expenditures; prepare budget transfers; order and maintain office supplies and equipment; prepare and process purchase requisitions according to approved procedures. (E)


Perform other related duties as assigned.


KNOWLEDGE OF:

Modern office practices, procedures, and standard computer software applications

Record-keeping techniques

Budget practices, monitoring and control

Correct English usage, grammar, spelling, punctuation, and vocabulary

Principles, operation, and use of electronic office equipment

District organization, operations, policies, and objectives

Interpersonal relations skills, using tact, patience, and courtesy

Applicable sections of State Education codes and other applicable laws

Telephone techniques and etiquette

Oral and written communications skills


ABILITY TO:

Learn operations and procedures of the President’s Office

Perform technical and complex secretarial and clerical work with speed and accuracy

Take dictation and minutes of meetings at 80 words per minute (100 words per minute desirable) and transcribe notes accurately

Learn, interpret, apply and explain rules, regulations policies and procedures of the Office of the President

Type at 65 words net per minute from clear copy

Analyze complex situations accurately and adopt an effective course of action

Understand and follow oral and written directions

Plan and organize work

Compose independently or from oral instructions, letters, memorandums, or other material

Operate personal computer standard office software programs and other office equipment

Maintain a variety of filing systems

Make arrangements for meetings

Take minutes of meetings

Establish and maintain effective working relationships with others

Make arithmetic calculations with speed and accuracy

Work effectively with many interruptions and under pressure

Meet schedules and time lines

Maintain records and prepare reports

Work with discretion and confidentiality

Communicate effectively both orally and in writing, communicate with local, state and federal offices of legislatures, CCC Chancellor’s Office, legal services and other agencies

Work independently with little direction

Required Qualifications

EDUCATION AND EXPERIENCE: Any combination equivalent to an Associate’s Degree, BA/BS Degree preferred and three years of increasingly responsible secretarial and clerical experience.

Physical Demands

WORKING CONDITIONS:

Executive office environment

Subject to constant interruptions

Contact with dissatisfied or abusive individuals


PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a computer keyboard

Sitting for extended periods of time

Hearing and speaking to exchange information in person and on the telephone

Seeing to read various materials

Hearing and speaking to exchange information and make presentations

Range/Step

(Range 12, Management Salary Schedule).

Salary Range

$53,815 - $62,298PR/YR

Benefits Information

BENEFITS/SALARY: The District offers a comprehensive benefit package for employees and dependents, for positions whose FTE is .60 or higher, valued at over $24,273 annually with currently no out of pocket expenses to employees or dependents for medical premiums. The package includes health, dental, vision, two (2) life insurance policies and an Employee Assistance program. Additional benefits include contributions to the Public Employee’s Retirement System (PERS) which is integrated with Social Security OR the State Teacher’s Retirement System (STRS), 457/403b options, 22 vacation days, 3 Administrative days, 3 Non-duty days, 2 Floating Holidays, 12 sick days and 20 holidays.


FOREIGN TRANSCRIPTS: Include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.


EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.


PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.


WORKING CONDITIONS: In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District. Woodland Community College is a tobacco free campus.


WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.


INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.

EEO Statement

As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.

Internal vs. External

External

Posting Number

AS350P

Open Date

05/21/2019

Close Date

06/21/2019

Open Until Filled

No

Special Instructions to Applicants

APPLICATION PROCEDURE AND DEADLINE: To apply, please visit: https://yccd.peopleadmin.com and complete an online management application Please provide description and details for each position held. See resume or left blank will automatically disqualify your application. Please include the following required document(s): Equal Employment Opportunity Statement (attached in a Word document). A Cover letter/letter of interest, resume, and un-official transcripts. For questions about Yuba Community College District’s application process, please contact the Office of Human Resources at (530) 741-8765.

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