Reports to, receives direction from and performs a full range of complex confidential, administrative and clerical functions in support of the Assistant Superintendent/Vice President (Student Affairs). Plans; coordinates and implements on-going operations and activities to assure the efficient and effective operations of the assigned office; and values and promotes the mission and vision of the college.
This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term “Confidential” refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.
DISTINGUISHING CHARACTERISTICS:
The Executive Assistant to the Assistant Superintendent/Vice President classification provides primary, confidential and complex administrative support to an Assistant Superintendent/Vice President. Incumbents require thorough knowledge of division organization, operations, policies and procedures.
ESSENTIAL DUTIES:
Serves as confidential administrative support to an Assistant Superintendent/Vice President.
Serves as liaison between the Assistant Superintendent/Vice President and Executive Cabinet members, administrators, faculty, classified staff, students, vendors/contractors and the general public. In the absence of the administrator, makes decisions, when appropriate, on matters that require immediate attention.
Attends negotiation sessions, records and distributes minutes for each negotiation session; prepares closed session materials and open session board items in relation to labor negotiations; prepares article revisions, tentative agreements, MOUs; and prepares final updated version of collective bargaining agreement for approval by the Board of Trustees.
Ensures proper and timely reproduction and distribution of collective bargaining agreement; retains, organizes and maintains the confidentiality of all materials related to the negotiation process.
Performs tasks including but not limited to maintaining calendars, schedules and appointments, transcribing, reviewing and screening incoming correspondence and communications and refers matters to the administrator in order of priority.
Responds to inquiries from office visitors and/or phone calls; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.
Prepares required documentation for conference and travel requirements.
Composes, independently or in accordance with general instructions, correspondence presentations concerning a wide range of subjects; reviews, types, duplicates and distributes outgoing correspondence and other materials for consistency with policies, regulations, operational procedures, formatting, grammatical construction and punctuation. Proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete
Ensures compliance with any required federal, state, and local statutes and regulations.
Maintains and assists with updating District plans, as appropriate for division. Develops, organizes and maintains a variety of complex filing systems; updates resource materials/guides, and maintains departmental procedure manuals.
Utilizes various computer applications and software packages; enters, updates, corrects and extracts information; maintains and generates reports, graphs and charts from database or network system.
Assists with the planning and organization of the administrative office support functions; assists administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; reviews, updates, and informs supervisor of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to assure timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
Collects, researches, compiles, analyzes, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data, recommendations and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations, policies and procedures.
Assists in the development and monitors the department budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to administrator for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions.
Prepares and monitors purchase requisitions in the VP office; recommends expenditures for office equipment, materials, and supplies and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; monitors, and tracks invoices and other expenditures; Reviews invoices prior to submission for payment processing.
Provides support to the employee grievance and complaint processes and related meetings; attends meetings as requested, takes notes and records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate. Serves as the initial contact for intake to employee complainants. Champion values of educational excellence through equity, diversity, inclusion, and belonging. All district employees shall demonstrate the ability to work with and serve individuals within a diverse community college campus environment.
Assures that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines.
Prepares, assembles, and maintains confidential employee grievance, mediation and collective bargaining data and materials and assists in collective bargaining issues in support of the Assistant Superintendent/Vice President in relation to negotiations for each team in which they serve.
Processes communication to and from the administrator and the negotiation teams. Maintain files of correspondence and work product.
Performs other related duties as assigned.
REQUIRED QUALIFICATIONS:
Associate Degree or any combination of training, experience and education to indicate the knowledge, skills and abilities necessary to effectively execute the essential duties. Education beyond Associate Degree may be substituted for up to two years of related experience, on a year-for-year basis.
PREFERRED QUALIFICATIONS:
Four years of increasingly responsible office support in a position such as administrative assistant, executive assistant, office manager, office coordinator or similar position, including one year of recent experience providing administrative support to a top management position (within the last five years). Demonstrate an equity-minded focus, responsiveness, and sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, and successfully foster and support an inclusive educational and working environment.
Conversational in Spanish/English.
Knowledge or experience with student support programs.
WORKING HOURS:
Monday – Friday 8:00 am – 4:30 pm (Hours may vary as needed)
Hours may vary. 12 months per year, plus fringe benefits; 6 month probation period depending on employee classification. All work schedules and work assignments are subject to change based on the needs of the college.
SALARY INFORMATION:
The current salary schedule range for the Executive Assistant in the Office of the Superintendent/President is Salary Table X, Range 6, $78,804 -$95,877 .
Nine step salary range continues to a maximum of $107,848. Initial placement based on experience with annual advancement to the next higher step.
KNOWLEDGE OF:
Basic research and analysis techniques.
Provisions of the Brown Act and the Public Records Act.
Applicable federal, state and local codes, laws, and regulations including applicable sections of the
California Education Code and the Privacy Act.
Basic grants administration methods and practices.
College organization, operations, policies and objectives.
Policies and objectives of assigned programs and activities.
Modern office practices, procedures and equipment.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Methods, procedures and terminology used in clerical accounting work.
Telephone techniques and etiquette.
College standards and requirements related to assigned Division and activities.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
ABILITY TO:
Type with speed and accuracy using word processing, spreadsheet and other business-related software.
Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services.
Understand and carry out oral and written directions.
Establish and maintain cooperative working relationships.
Assume responsibility and initiative to conduct routine office functions.
Compose correspondence independently. Apply knowledge of proper English usage, grammar, spelling and punctuation.
Establish and maintain comprehensive and accurate files and records, and prepare concise and complete reports.
Learn and interpret policies, rules, regulations and operational procedures including current
Organize and prioritize work in anticipation of needs and deadlines. Handle diverse tasks quickly and
accurately.
Apply knowledge of modern office practices and equipment, including record management and filing systems, telephone techniques, correspondence and report writing.
Apply knowledge of basic methods and techniques of organization and planning.
Take and transcribe notes with speed and accuracy.
Maintain confidentiality when dealing with sensitive and privileged material and information.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staffing and the community.
REQUIRED APPLICATION DOCUMENTS:
(The following required documents must be submitted electronically via the online application system.)
Online District Application form at https://www.schooljobs.com/careers/sbcc
Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
Within the online application, there is a required section to list three professional references; a maximum of six references may be submitted. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance
Additional Instructions: If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered.
Application Procedure:To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via https://www.schooljobs.com/careers/sbcc by the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable.
If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically.
The selection committee, who will recommend candidates for personal interviews at SBCC, will initially review online applications. After the initial interviews have been conducted, the committee will recommend the top candidates to the hiring manager for a final interview. The successful candidate’s name will then be presented to the Board of Trustees for final approval and authorization to hire.
