Executive Assistant to the Assistant Superintendent/Vice President, Human Resources
Southwestern Community College District
Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910
Department: Human Resources
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.
Under the direction of the Assistant Superintendent/Vice President, Human Resources, perform a wide variety of difficult, specialized, and highly complex administrative duties; analyze and resolve difficult, time sensitive and confidential situations. Process administrative details not requiring the immediate attention of the executive staff member, including the coordination of functions, communication of department policy, the preparation of reports and other administrative tasks.The Executive Assistant to the Assistant Superintendent/Vice President gathers, creates or handles documents or data concerning employee grievances or data relating to or containing information about the employer's bargaining position, negotiating strategy or proposals; incumbents may attend grievance meetings on behalf of the administrator.
REPRESENTATIVE DUTIES: Incumbents in all options will be required to perform the following duties:
- Prepare documents or data relating to or containing information related to the District's negotiating strategy and proposals.
- Prepare data concerning employee discipline and grievances.
- Research, assemble, and write agenda materials; review and proof documents for accuracy, completeness, and conformance to applicable rules and regulations.
- Serve as an Executive Assistant to the Assistant Superintendent/Vice President-Confidential to assigned administrator, relieving the administrator of a variety of technical, and administrative duties; serve frequently as a liaison between the administrator and the public, students, staff, and other campus officials.
- Provide information and assistance in person or by telephone regarding assigned program, established practices, policies, and procedures to the faculty, staff, administrators, students, and the general public.
- Assist the administrator in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs.
- Collect and compile statistical and financial data and other information for inclusion into special and periodic reports; prepare special reports; research information and establish appropriate publication formats; provide data to external agencies.
- Manage data and perform various specialized computer functions on the District's on-line and personal computer systems; maintain and update complex, confidential databases; update budget and various computerized files.
- Process and prepare agenda items for submission to the Governing Board; review and proof documents, contracts, and resolutions for accuracy, completeness, and conformance to applicable rules and regulations.
- Take and transcribe dictation of confidential materials; prepare a variety of correspondence, memoranda, reports, proposals, and other materials; compose and edit correspondence; record and prepare minutes from a variety of meetings; distribute materials as appropriate.
- Assist in preparing budget estimates; monitor budget expenditures.
- Receive and sort mail; identify and refer matters to assigned administrator in order of priority; receive visitors, arrange travel, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.
- Establish new and revised office procedures as appropriate.
- Perform related duties as assigned.
Knowledge and Abilities:
- Modern office policies, practices, methods, procedures, and equipment.
- Record-keeping techniques.
- English usage, grammar, spelling, punctuation, and vocabulary.
- Oral and written communication skills.
- Perform difficult and complex administrative and secretarial tasks.
- Troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
- Interpret and apply policies and procedures independently, and use judgement and discretion to act when precedents do not exist.
- Analyze and resolve difficult and sensitive situations.
- Work confidentially with discretion.
- Assemble diverse data and prepare reports.
- Prepare and compose correspondence.
- Perform various computer functions, including data entry and file management and manipulation.
- Use and quickly learn new office support technology systems and software packages.
- Operate a variety of office equipment including typewriter, calculator, printer, and computer terminal.
- Understand and follow oral and written directions.
- Make arithmetic calculations quickly and accurately.
- Work independently with very little or no direction.
- Meet schedules and timelines.
- Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural 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.
Education and Experience:
Any combination equivalent to: two (2) years college-level coursework in standard office procedures and practices with additional coursework in a field related to the area of assignment.ANDFour (4) years experience in an increasingly responsible administrative support position.
Minimum Qualifications: (Faculty and Academic Administrator Positions Only)
- Office management or administrative support experience (preferably assisting an executive or senior-level administrator).
- Knowledge of applicable sections of government regulations, relative laws, and California Education Codes.
- Knowledge of Community College organization, operations, policies, terminology, rules, collective bargaining contracts, programs, and objectives.
- Compose difficult correspondence and reports independently.
- Communicate effectively, orally and in writing, with strong business writing skills.
Range 15, Steps 1-9, $5,686.00-$8,090.00 (salary placement is based on background, education & experience). An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.
As soon as the successful candidate is identified and following the subsequent governing board approval.
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, August 19, 2022are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the office.Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.
A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to firstname.lastname@example.org.
It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.
Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.
In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.
Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.
As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.
The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/.
If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.
The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.
This information is required by law and is provided by the SWC College Police Department.
Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)
To apply, visit: https://jobs.swccd.edu/postings/3923
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