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Executive Assistant to the Vice President Woodland Community College
Yuba Community College District in Woodland, California
 
 
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Date Posted February 06, 2020
Category
Executive-Administrative Vice President
Salary $51,833 to $59,730 PR/YR -  
Employment Type
Application Deadline Open until filled
 
 
 

Job Title

Executive Assistant to the Vice President Woodland Community College

Location

Woodland Community College - Woodland, CA

Job Description

BASIC FUNCTION:
Serves as the confidential executive assistant to the Vice President of the College, relieving the Vice President of a variety of complex administrative details; independently prepare reports, coordinate functions, communicate department policy and other administrative tasks; formulate, affect, interpret and implement management policies and operating procedures.

DISTINGUISHING CHARACTERISTICS:
The Executive Assistant to the Vice President assists in providing support for the leadship of the educational programs of the College and contributes to the executive management of the College; exercise discretion and independent judgment with little supervision. 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:
Independently provide executive administrative support to a Vice President, relieving the administrator of a variety of technical and administrative duties; serve as a liaison between the Vice President and the public, students, staff and other campus officials; maintain specialized knowledge of an assigned area of educational administration. (E)

Initiate and answer telephone calls; screen and direct visitors and calls to appropriate personnel, schedules and confirms appointments and maintains the Vice President’s calendar. (E)

Coordinate, process and manage travel arrangements for the Vice President, faculty and others, to include conference registration and hotel. (E)

Coordinate and prioritize workflow in the Vice President’s Office and provide ledership to coordinate the work staff; organize, coordinate and manage various departmental activities, projects and functions; exercise discretion in disseminating information, explaining policies and procedures, and speaking as directed for the Vice President in personal and telephone contacts and meetings. (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 to the Vice President. (E)

Provide information and assistance in person or by telephone regarding programs, policies and procedures to faculty, staff, administrators, students and the general public; prepare responses and inquiries on behalf of the Vice President. (E)

Assist in annual budget preparations; maintain current college instructional program and state funded budget accounts; monitor budget expenditures. (E)

Assist the Vice President in review, development and/or recommend changes of program policies and procedures; keep the Vice President informed of situations that could lead to litigation or liability. (E)

Gather, research and compile complex statistical information for budget preparation and for preparation of narrative reports for such items as program and curriculum review, handles grant and state reporting. (E)

Coordinate communication and activities with other College and District departments and personnel, students, educational institutions, vendors, other outside organizations and the public. (E)

Establish and maintain a variety of complex files and records. (E)

Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution and maintains records; reviews and proofs documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; maintains confidentiality of the District’s negotiations with the collective bargaining units of the District. (E)

Acts as a key contact for student issues/complaints; solves problems, makes contacts for students, and routes students through the appropriate channels. (E)

Remain current concerning problems, situations, and conditions of special interest to the Vice President, President and other College administration. (E)

Exercise independent judgment concerning matters requiring the Vice President’s attention to assure timely action; interpret and implement policy, provide consultation and advice to management regarding important matters; interact with governmental agencies and engage in governmental relations, act as point of contact for legal counsel and inform the Vice President of potential legal liability; resolve issues with College staff. (E)

Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts budget sheets and memoranda (independently, notes and/or oral instructions), maintaining confidentiality. (E)

Assist the Vice President in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs. (E)

Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Vice President in personal and telephone contacts and meetings. (E)

Provide work direction and guidance to others as assigned.

Perform related duties as assigned.

Required Qualifications

EDUCATION AND EXPERIENCE REQUIREMENTS:
Any combination equivalent to: AA degree in business administration or related field and four (4) years increasingly responsible secretarial experience. Experience working in an educational setting preferred, but
not required.

Physical Demands

ENVIRONMENT
Executive office environment.
Constant interruptions.
Possible abusive individuals.

Range/Step

Range 9, Management Salary Schedule

Salary Range

$51,833 to $59,730 PR/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

AS389P

Open Date

02/05/2020

Close Date

03/05/2020

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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