Executive Assistant to the Chief Human Resources Officer

Yuba Community College District - Yuba City, CA5.0

Full-time
Location: Yuba Community College District - Yuba City, CA

Job Description:BASIC FUNCTION:
Serves as the confidential executive assistant to the Chief Human Resources Officer (CHRO) and performs a variety of highly skilled administrative clerical and office coordinator services for the Office of Human Resources.

DISTINGUISHING CHARACTERISTICS: Positions in this class differ from other nonexecutive assistant classes in that the duties and responsibilities are more varied, technical, complex, professional and confidential in nature, and involve a higher degree of initiative and independence and more knowledge of the policies and procedures of college and district-wide functions and operations. Incumbents perform a wide variety of executive administrative duties and office coordination, which require technical skills, judgment and initiative over a broad range of situations and alternatives. Confidentiality, political acumen, tact and courtesy are imperative for the position in handling district matters and consequences of district decisions that may affect internal and external constituents.

Essential Duties Summary:REPRESENTATIVE DUTIES:
Coordinates with the Chancellor’s Office the agendizing of all public and closed session personnel matters, risk management, collective bargaining and litigation management for monthly Governing Board meeting for the Office of Human Resources.

In collaboration with Fiscal Services, coordinates the District Risk Management Program. Establishes and maintains a system for reviewing, researching, reporting, and maintaining records of liability claims filed against the District in compliance with District Procedures. Maintains documentation for District Risk Management Program.

Coordinates District negotiations, including grievance and arbitration proceedings. Maintains confidentiality of the District’s negotiations with the collective bargaining units of the District.

Coordinates matters of employee discipline and interactive process with other HR Officers and CHRO.

Coordinates District Ergonomics Program, and employee on-line professional development training.

Serves as District’s Custodian of Records with the Department of Justice. Responds to Public Records requests.

Discusses, prioritizes, and reviews calendar and events daily with the CHRO and HR Officers to assure timely and appropriate coordination of offices, activities and status of assigned projects; prepares preliminary responses to correspondence for CHRO’s approval.

Maintains and coordinates CHRO’s and HR Officers appointment calendars, oversee travel and meeting arrangements for the CHRO; coordinates and prioritizes workflow to support the CHRO and HR Officers; provides leadership to coordinate the work of the HR Officers and the CHRO; performs a variety of related support tasks for the CHRO as necessary.

Attends to administrative detail on special matters assigned by the CHRO; composes correspondence on own initiative on matters not requiring personal responses of the CHRO and HR Officers; receives and arranges calls and appointments and provides requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.

Analyzes, understands and communicates the District organization, operations, policies and objectives with key executive offices. Maintain District organizational charts and reporting structure.

Assists in establishing and maintaining positive employment relations between the District office and colleges of the District;

Provides executive support to CHRO and HR Officers for regional and statewide committee work including ACHRO, CCC North 14 and Statewide EEO Committee; organizes and manages materials for complex projects; follow-through on such activities. Attends meetings in the absence of the CHRO.

Serves as liaison between the Office of Human Resources and the Chancellor’s Office, College Presidents, District Executive staff and other District and College personnel; serves as resource and provide support to Executive staff in follow-through on assignments.

Performs various special studies and projects, gather required information, compiles statistics, formats and prepares reports.

Reviews complex documents, records, and correspondence for accuracy, completeness, and compliance to applicable rules, regulations, policies, administrative procedures and legal requirements.

Prepares, monitors and manages the budget for the Office of Human Resources, review reports, maintain records of expenditures, and recommend budget adjustments.

Maintains District Administrative Procedures relating to the Office of Human Resources initiating and being responsible for annual updates and additional procedures.

Composes and constructs complex meeting agendas independently for CHRO and HR Officers; determines and anticipates agenda items; reports and communicates information verbally, in writing and electronically where judgment, knowledge and interpretation of policies and regulations may be necessary; manages meeting proceedings utilizing a variety of record keeping and recording models.

Manages the flow of electronic, paper, and verbal information and communications with proficiency, exercising independent judgment and maintaining confidentiality.

Greets and interviews office visitors and provide desired information; interprets district policies and procedures; receive complaints and refer to appropriate administrator.

Exercises independent judgment concerning matters requiring the CHRO and HR Officers attention to assure timely action.

Serves as a professional resource to confidential and classified staff in executive and administrative offices of the District.

Performs related duties as assigned.

Required Qualifications:EDUCATION AND EXPERIENCE REQUIREMENTS:
Any combination equivalent to an Associate’s degree and three (3) years of responsible executive-level administrative experience in providing administrative support to a senior level executive, preferably in an educational environment.

Desired/Preferred Qualifications:
Bilingual
California Notary Public
SHRM Certification

Physical Demands:
ENVIRONMENT
Administrative office environment; involves frequent contact with community agencies throughout the college district (e.g. city and county offices, schools and college district offices, legislative offices). Subject to constant interruptions. Subject to evening or variable hours. Contact with dissatisfied or abusive individuals.

PHYSICAL ABILITIES:
Operate a computer keyboard.
Exchange information in person or on the telephone and operate transcription machine for dictation.
Monitor accuracy of information.
Sitting for extended periods of time.

Range/Step: (Range 12, Management Salary Schedule).

Salary Range: $53,815 - $72,016 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.

Posting Number: AS320P
Open Date: 12/19/2018
Close Date: 1/25/2019

Review Start Date:
Open Until Filled: No

Special Instructions to Applicants:
APPLICATION PROCEDURE AND DEADLINE: To apply, please visitour website 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.

To apply, visit https://yccd.peopleadmin.com/postings/2048

EEO StatementAs 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.