Location:
Job Description:
BASIC FUNCTION: Serves as the confidential executive assistant to the Chancellor, relieving the Chancellor of a wide and complex variety of administrative details. DISTINGUISHING CHARACTERISTICS: Perform a wide variety of executive secretarial duties 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 effecting both internal and external constituents.
Essential Duties Summary:
REPRESENTATIVE DUTIES: Discuss, prioritize, and review calendar and events daily with the Chancellor to assure timely and appropriate coordination of offices, activities and status of assigned projects; prepare preliminary responses to correspondence for Chancellors approval.Maintain Chancellors appointment calendar, oversee travel and meeting arrangements for the Chancellor; coordinate and prioritize workflow to support the Chancellor; provide leadership to coordinate the work of support staff; perform a variety of related support tasks for the Chancellor as necessary.Attend to administrative detail on special matters assigned by the Chancellor; take dictation; compose correspondence on own initiative on matters not requiring personal responses of the Chancellor; receive and arrange calls and provide requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.Analyze, understand and communicate the District organization, operations, policies and objectives with key executive offices.Establish and maintain positive relations between the District office and colleges of the District; establish and maintain positive relations with governmental offices, the media, corporate, public and nonprofit representatives.Provide executive support to Chancellor for regional and statewide committee work; organize and manage materials for complex projects; follow-through on such activities.Serve as liaison between the Chancellors Office and Vice-Chancellor, College Presidents, District Executive staff and other District and College personnel; serve as resource and provide support to Executive staff in follow-through on assignments from the Chancellor; maintain confidentiality of the Districts negotiations with the collective bargaining units of the District.Anticipate resources and information needed for complex correspondence; assemble statistical data and information for reports.Review complex documents, records, and correspondence for accuracy, completeness, and compliance to applicable rules, regulations, policies, administrative procedures and legal requirements.Prepare, monitor and manage the budget for the Office of the Chancellor, review reports, maintain records of expenditures, and recommend budget adjustments.Maintain the electronic database of District Administrative Procedures initiating and being responsible for monitoring the five-year revision cycle, as well as annual updates and additional procedures.Compose and construct complex meeting agendas independently; determine and anticipate agenda items; 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.Manage the flow of electronic, paper, and verbal information and communications with proficiency, exercising independent judgment and maintaining confidentiality.Interview office visitors and provide desired information; interpret district policies and procedures; receive complaints and refer to appropriate administrator.Exercise independent judgment concerning matters requiring the Chancellors attention to assure timely action.Serve as a mentor and professional resource to confidential and classified staff in executive and administrative offices of the District.Perform related duties as assigned. KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF: Operation, procedures, and protocol of an executive officeModern office practices, procedures, and equipment including electronic and technical equipment, databases and software applications.Records management techniques for both paper and electronic environmentsCorrect English usage, grammar, spelling, punctuation, vocabulary and compositionOrganizational operations, including operating consistent with policies, rules, regulations and administrative proceduresInterpersonal relations skills, using tact, patience, and courtesyOffice management techniquesOral, written and electronic communications skills, including telephone and internet etiquette ABILITY TO: Perform responsible and complex executive secretarial duties with competence and efficiencyTake minutes of meetings and transcribe notes accurately and efficientlyLearn and maintain compliance with rules, regulations, policies and proceduresType at 65 words net per minute from clear copyAnalyze complex situations accurately and adopt an effective course of actionUnderstand and follow oral and written directionsPlan and organize work effectivelyCompose independently and from oral instructions, letters, memorandums, or other materialOperate computer and other electronic hardware and software programs and other office and presentation equipmentMaintain a variety of filing and archival systems, including electronicMake arrangements for meetings, manage meetings and synthesize and record proceedingsEstablish and maintain effective working relationships with othersWork effectively with many interruptions and under pressureEstablish and maintain schedules and time lines, work plans and process flow chartsCreate and construct reports and design templates and presentation materialsWork confidentially with discretion and professionalismCommunicate effectively orally, in writing and electronicallyWork effectively with executives and their assistants in a multi-college district environment
Required Qualifications:
EDUCATION AND EXPERIENCE: Any combination equivalent to an Associates degree in business administration or related field and four (4) years increasingly responsible secretarial experience. Experience working in an executive office preferred, but not required.
Desired/Preferred Qualifications:
Physical Demands:
WORKING CONDITIONS: Executive/district office environmentSubject to constant interruptionsSubject to evening or variable hoursContact with all types of individuals, including some who may be dissatisfied or combative PHYSICAL ABILITIES: Dexterity of hands and fingers to operate a computer keyboardSitting for extended periods of timeCommunicating to exchange information and make presentationsReading various materials
Range/Step: (Range 15, Management Salary Schedule).
Salary Range: $62,293 - $71,928/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 Employees Retirement System (PERS) which is integrated with Social Security OR the State Teachers Retirement System (STRS), 457/403b options, 22 vacation days, 3 Administrative days, 3 Non-duty days, 2 Floating Holidays, 12 sick days and 19 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.*
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 Districts application process, please contact the Office of Human Resources at (530) 741-6975
Posting Number: AS569P
Open Date: 03/11/2022
Close Date:
Review Start Date: 03/25/2022
Open Until Filled: No
Special Instructions to Applicants:
To apply, visit https://yccd.peopleadmin.com/postings/2928
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.
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