Assistant to Vice President – Student Services

Location
Torrance, California
Posted
Sep 15, 2017
Ref
C1718-022
Institution Type
Community College

El Camino College

 

Assistant to Vice President – Student Services

Req: C1718-022

Division: Student Services

Close Date: 09/28/2017

 

Complete job description and application available online at: https://elcamino.igreentree.com/css_classified

 

JOB DESCRIPTION

CONFIDENTIAL STATUS: This is a Confidential position as defined in the Government Code, Section 3540.1 (c). “Confidential employee” means any employee who, in the regular course of his or her duties, has access to, or possesses information relating to, his or her employer’s employer-employee relations.

 

BASIC FUNCTION

Under general supervision of the Vice President of Student Services, performs complex and specialized administrative work; to facilitate and support overall management and operations in the department. Incumbents in these positions represent the Office of the Vice President and are regarded as a credible source of information for the department. As a result, they are required to have an ongoing knowledge of district policies and procedures and relevant departmental information in order to deliver accurate and timely information and make appropriate decisions.

 

DISTINGUISHING CHARACTERISTICS

Positions allocated to this classification are assigned a wide variety of the most difficult and confidential administrative duties as assistants to the Vice Presidents.

 

REPRESENTATIVE DUTIES

Performs a variety of administrative duties of a complex and confidential nature. Takes and transcribes dictation.

Attends various meetings and is responsible for developing and distributing minutes of meetings and ensuring appropriate action is taken when necessary.

Composes correspondence and prepares reports.

Maintains files, records, board agendas and schedules.

Performs research and gathers data from a variety of sources including the internet.

Interprets, applies and explains District policies and procedures.

Monitors and tracks departmental budgets.

Communicates extensively with management, faculty, staff, students and the general public.

Serves as a liaison between the VPs office and the college managerial and support staff, faculty, students, and representatives from the communities, community college and university systems.

Handles confidential information regarding management, faculty, staff, and/or students and controversial matters including legal subpoenas for information.

Schedules and arranges the Vice President’s calendar.

Plans and coordinates department events.

Supervises clerical and other office staff as may be assigned. Works on special projects as assigned by the Vice President.

 

KNOWLEDGE OF

Modern office practices, procedures, and techniques, including use of PCs and related software packages, telephone and reception skills, letter and report preparation skills, and filing system techniques.

Principles of providing training and work direction.

Correct English usage, grammar, spelling, punctuation and vocabulary. District rules, regulations, policies and procedures.

 

ABILITY TO

Perform difficult and responsible administrative work using independent judgment. Devise and adopt office procedures to changing organizational needs.

Prepare clear and comprehensive reports.

Maintain complex and confidential records.

Analyze situations accurately and take effective action.

Compose correspondence independently.

Research and assemble a variety of data for reports.

Type at a rate of 60 words per minute from clear copy.

Communicate effectively and maintain cooperative relationships with others.

 

JOB QUALIFICATIONS

EDUCATION AND EXPERIENCE

Four years of full-time paid experience performing high level secretarial and administrative duties equal to those performed at the administrative assistant level. A High School Diploma or GED equivalent with courses in the clerical and secretarial area preferred.

 

DESIRABLE QUALIFICATIONS

Preference will be given to candidates who have proven organizational skills, excellent customer service skills, superior communication skills, are independent, can arrange programming, and are willing to work extended work hours on occasion to meet deadlines.

The ability to pass a Computer Skills Typing Test at 60 net words per minute and the ability to pass an Intermediate Word 2010 Computer Skills Test with at least 70% accuracy.

Applicants who are determined to meet the qualifications will be notified of the date and time of the computer skills test by email from elcamino.automail@igreentree.com. The information will be sent to the email address provided on your application.

Please be sure to log into igreentree and check your application status for updates.

 

WORKING CONDITIONS

Typical office setting.

Extensive computer work.

Long periods of standing and sitting.

Ability to carry up to 25 pounds.

Ability to move from one work area to another as needed.

 

SALARY RANGE $4,973 to $6,403 per month.

Employees contribute 6.50% - 7% of their earnings toward the Public Employees Retirement System (PERS).

CONDITIONS OF EMPLOYMENT

This position is designated as a full-time, twelve-month confidential. Excellent fringe benefits include eight 32- hour workweeks during the summer. Working hours will be Monday through Friday 7:45 a.m. until 4:30 p.m. May work extended work hours on occasion to meet deadlines.

Employment is subject to verification of all information provided on the employment application. Candidates selected for employment must agree to be fingerprinted, provide current tuberculosis test results, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.

 

TO APPLY

Applicants must submit the following documents by the closing date:

1) Online application: https://elcamino.igreentree.com/css_classified

2) Cover Letter in word format describing how applicant meets the qualifications.

3) Resume - Resumes are NOT accepted in place of any part of the application and you should complete all sections of the application even if the entries duplicate information on your resume.

Applicants with disabilities requiring special accommodations must contact Human Resources at least five (5) working days prior to the final filing date.

Please Note: Documents submitted or uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

If you should need assistance please call (310) 660-3593 Ext. 3807 or visit the office between 8:00 a.m. and 4:00 p.m., Monday through Friday.

CLOSING DATE: Thursday, September 28, 2017 at 3:00 p.m.

 

El Camino College is an Equal Opportunity Employer

The El Camino Community College District provides equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity or sexual orientation), national origin, age, disability, or veteran status.