(Full-time) Executive Assistant to the Vice President of Administrative Services (Confidential)
Description of Basic Functions and Responsibilities
The Shasta-Tehama-Trinity Joint Community College District (Shasta College) sits at the northern end of the Sacramento Valley, surrounded by mountains to the north, east, and west. The area provides a wide array of outdoor amenities and activities with miles of hiking and biking trails, national parks, two lakes, and the Sacramento River.
Shasta College is committed to providing its diverse student population with equitable education outcomes, contributing to the social, cultural, intellectual, and economic development of our communities. The college has been recognized as a leader in developing and implementing innovative education programs to increase student success, including accelerated pathways for high school students to achieve a bachelor's degree and for returning students to complete their Associate and Bachelor's degrees. Shasta College enrolls more than 11,000 students annually and provides educational services to students with a wide range of skills and abilities.
Our ideal candidate is motivated to join a campus community prioritizing the success of our racially and socio-economically diverse staff and student population. Providing equitable outcomes so all members of our community may enjoy safe, healthy, and vibrant educational and employment environments is critical to our success.
DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES
To serve as confidential executive assistant to the assigned President / Vice President by carrying out administrative and office details; to plan, organize, coordinate, and participate in the office support activities related to the administration of the office. Employees in this classification receive limited supervision within a broad framework of policies and procedures. Employees in this classification may oversee, direct, and coordinate the work of student assistants and other office support staff. This job class exercises responsibility for the preparation, processing and handling of administrative, secretarial, and office support details related to assigned office. This job class exercises a high degree of initiative, tact, and judgment in carrying out assignments requiring a thorough working knowledge of various District and administrative policies, procedures, and regulations. This position is designated as confidential as defined by District policy.
SUPERVISOR: Assistant Superintendent/Vice President of Administrative Services or designee
CLASSIFICATION: Range C24 on the Administrative/Confidential Salary Schedule, 40 hours per week, 12 months per year. Hours are 8:00 a.m. - 5:00 p.m., Monday through Friday.
BENEFITS: Holiday, vacation and sick time will be provided. Our competitive benefits package includes medical, dental, and vision insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an employee assistance program (EAP).
Employees have the option to contribute to:
- Performs advanced administrative, secretarial and office support functions to assist in the processing and completion of administrative operations for assigned office.
- Receives, gathers, and prepares information and materials, which may be of a technical or confidential nature.
- Acts as information source regarding operational policies, procedures and requirements; receives and interviews callers and provides information where judgement, knowledge and interpretation of established procedures/policies and collective bargaining language are required.
- Effectively communicates and interacts with faculty, staff and management in the coordination of both routine and special projects on behalf of the President / Vice President.
- Independently researches, calculates, compiles and updates a variety of reports and information for government agencies and other entities.
- Maintains detailed records for multiple budgets, including categorical budgets.
- Promotes positive community relationships, receives requests and concerns, and takes action or makes proper referrals.
- Processes administrative details not requiring the immediate attention of the President / Vice President.
- Establishes and maintains record keeping and filing systems; maintains the security of confidential files and documents.
- Assists in preparing, assembling, and proofreading publications, documents, and reports.
- Assists in developing collective bargaining proposals.
- Serves as technical support during negotiation sessions.
- Participates in management caucuses; may be assigned to serve as a District team member for collective bargaining.
- Prepares written collective bargaining language, memorandums of understanding, and other confidential correspondence.
- Researches, calculates, and compiles costs and other information that may be used in collective bargaining.
- Performs other related duties similar to the above in scope and function as required.
- Current principles and practices of office management
- Rules, regulations, laws, policies and codes governing a community college district
- Word processing and other computer software skills, such as database, spreadsheet, desktop publishing, and scheduling programs
- Business English, vocabulary, grammar, spelling, punctuation and composition
- Basic tracking and research methods and techniques
- Supervise subordinate staff and students
- Interpret and apply District rules, regulations, and policies within scope of authority
- Prepare complex reports involving independent judgment and requiring the ability to interpret and apply policies and regulations; independently compose correspondence
- Maintain detailed budget records for multiple accounts
- Coordinate activities and details and maintain effective schedules of events
- Manage time effectively; work under pressure
- Work independently in the absence of specific instructions
- Exercise discretion and tact in the handling and processing of sensitive administrative activities and operations
- Establish and maintain effective working relationships with all levels of administration and staff in connection with the performance of required duties
- Learn and utilize new computer software
- Maintain the security and confidentiality of sensitive information and files
- Type and take dictation accurately at a rate required for successful job performance
- Establish and maintain accurate record keeping and filing systems
- Operate standard office equipment including computer, printer, copier, calculator, fax, etc.
- Associate Degree or equivalent training and education.
- Four years of increasingly responsible secretarial experience, preferably including at least three years of secretarial experience in a community college district at the administrative level requiring the exercise of independent judgment and decision-making.
To be considered a candidate for this position, the applicant must submit the following materials:
Online Application with Additional Required Materials to be attached to application:
- Cover letter addressing criteria listed in the position announcement
- Current resume
- College transcripts (unofficial will be accepted at the time of application)
• Internal candidates must also apply online and submit all required materials to be considered.
• Internal candidates cannot attach evaluations OR letters of recommendation from administrators or Board of Trustee members.
After formal application has been made, all application materials will be screened.
• Interviews will be by invitation only.
• Interviews are held on campus. No Skype or phone interviews.
• The District does not provide expense/travel reimbursement for this position.
New Confidential Appointments will be placed at Step 1 on the Administrative/Confidential Salary Schedule and will graduate to the next step on July 1st if the hire date is before April 1, with subsequent steps annually thereafter to a maximum fifth step.
The Shasta-Tehama-Trinity Joint Community College District ("Shasta College") does not discriminate against any person on the basis of race, color, national origin, sex, religious preference, age, disability (physical and mental), pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), gender identity, sexual orientation, genetics, military or veteran status or any other characteristic protected by applicable law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Shasta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.