Executive Assistant to the Associate Vice President of EWD and Director of EWD

Job description

Executive Assistant to the Associate Vice President of EWD and Director of EWD



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.


The Executive Assistant to the Associate Vice President of Economic and Workforce Development serves as a confidential executive assistant. The position is responsible for carrying out administrative and operations management tasks including planning, organizing, coordinating, and participating in support activities for the administration of the office. This position requires occasional travel outside the assigned work location. Employees in this classification may oversee, direct, and coordinate the work of student assistants and other office support staff. This position collaborates regionally to develop effective partnerships with employees, Advisory Board members, educational and other agencies, community and civic organizations, donors, funders and supporters, and the general public. This job class exercises responsibility for the preparation, processing, and handling of administrative, secretarial, and office support details related to the 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. Employees in this classification receive limited supervision within a broad framework of policies and procedures. This position is designated as confidential as defined by District policy.

SUPERVISOR: Associate Vice President of EWD & Director of EWD or designee

CLASSIFICATION: Range C22 on the Administrative/Confidential Salary Schedule, 40 hours per week, 12 months per year, 8:00 - 5:00, 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:

  • Health Savings Account (HSA)
  • 403(b) and 457 Retirement Plans
  • Section 125 Plan including Flexible Spending Accounts (FSA) and Dependent Day Care Accounts

    In addition, employees have the option to purchase:

  • Disability Income Insurance
  • Cancer Insurance
  • Life Insurance
  • Accident Only Insurance
  • Critical Illness Insurance


  • Performs advanced administrative, secretarial, and office support functions to assist in the processing and completion of administrative operations for the assigned office.
  • Receives, gathers, and prepares information and materials which may be technical or confidential.
  • Assists in developing collective bargaining proposals.
  • Serves as technical support during collective bargaining 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 financial and other information for collective bargaining purposes.
  • Provides accurate information on 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.
  • Reads, researches, and routes correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications.
  • Maintains administrator appointment schedules; plans, coordinates, schedules, and arranges meetings, conferences, teleconferences, and travel.
  • Represents the Associate Vice President (AVP) and Director of Economic and Workforce Development in assigned meetings, communicates key departmental information on behalf of the AVP.
  • Promotes, publishes, and disseminates information about programs through newsletters, web pages, social media platforms, marketing materials, press releases, and other media formats.
  • Maintains and updates Memorandums of Understanding and other legal documents, including Independent Contractor Agreements, Partnership Agreements, Data Sharing Agreements, and procedures for budget allocations.
  • Collaborates regionally to develop effective partnerships with North-Far North Consortia members, Advisory Board members, educational and other agencies, community and civic organizations, economic development agencies, supporters, and the general public.
  • Effectively communicates and interacts with faculty, staff, and management in the coordination of both routine and special projects on behalf of the AVP and Director of EWD.
  • 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 AVP and Director of EWD.
  • Establishes and maintains record-keeping and filing systems; maintains the security of confidential files and documents; maintains the security of personally-identifiable information; ensures compliance with the Federal Educational Rights and Privacy Act of 1974.
  • Assists in preparing, assembling, and proofreading publications, documents, and reports.
  • Provides historical reference by developing and utilizing filing and retrieval systems and creates and maintains notes during meetings and other discussions.
  • Maintains office supply inventory by determining necessary inventory levels, anticipating the need for new supplies, evaluating the usefulness and applicability of new office products, placing and expediting supply orders, and receiving and validating supply deliveries.
  • Ensures office equipment functionality by completing routine preventive maintenance, following manufacturer instructions, troubleshooting common malfunctions, submitting repair requests to the appropriate department, maintaining equipment supply inventories, and evaluating new equipment and techniques and making recommendations to the AVP and Director of EWD.
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing and maintaining professional networks, and participating in professional organizations and societies.
  • Contributes to departmental effectiveness by performing other related duties similar to the above in scope and function as required.

    Knowledge of:
  • Current principles and methods of public and business administration to manage office procedures.
  • 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.
  • Proper English spelling, grammar, punctuation, and sentence structure.
  • Principles and practices of employee supervision, development, and training.
  • Basic tracking and research methods and techniques.
  • Budget preparation and grant application practices.

    Ability to:
  • Establish and maintain cooperative and effective working relationships with school districts, community members, and external organizations and agencies in the course of performing assigned duties.
  • Supervise work performed by office 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.
  • Compose written correspondence free of spelling, grammar, and punctuation errors using an appropriate professional business tone and structure.
  • Coordinate activities and details and maintain effective schedules of events.
  • Manage time and work priorities effectively; work under pressure successfully.
  • Demonstrate initiative, flexibility, organizational, and interpersonal skills to plan, organize, and coordinate comprehensive programs.
  • Work independently in the absence of specific instructions.
  • Exercise discretion and tact in the handling and processing of sensitive administrative activities and operations.
  • Learn and effectively 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, and other technologies.
  • Communicate effectively orally and in writing
  • Learn from errors, determine appropriate corrective action, and prevent repeated occurrences.
  • Promote a working environment supporting positive cooperation and shared accountability within the assigned department.
  • Establish and maintain cooperative and effective working relationships with individuals from diverse academic, socio-economic, cultural, ethnic, and disability backgrounds.


    Education Required:
  • Associate Degree or equivalent training and education.

    Experience Required:
  • Four years of increasingly responsible secretarial, office management, or office assistant experience.

    Experience Preferred:
  • Three years of secretarial, office management, or office assistant 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)
    Attention Internal Applicants:
    • 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.

    For more information and to apply, visit: https://agency.governmentjobs.com/shastacc/default.cfm?action=jobbulletin&JobID=2244255

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    Job No:
    Posted: 12/7/2018
    Application Due: 12/17/2018
    Work Type: