Administrative Assistant to Assistant Superintendent/ Vice President of Student Services

Job description

Job Description Summary

ABOUT THE COLLEGE
Cuesta College is located in the heart of scenic San Luis Obispo County, and is ranked by Edsmart.org as a top five California community college for 2016. Cuesta College has a rich history of educating San Luis Obispo County residents since 1963. Cuesta College serves more than 10,000 students with an increasingly diverse student body of 55% White, 32% Latinx, 5% Mixed Race, 3% Asian/PI, 2% African-American. Courses are offered online and at three physical sites; the main campus in San Luis Obispo, the North County Campus in Paso Robles, and the South County Center in Arroyo Grande. Cuesta College offers 77 degrees and 64 certificates, including 30 Associate Degrees for Transfers to the Cal State University system with several more transfer degrees under development. The college boasts robust Allied Health and Career Technical Education programs and consistently sends students to compete at the national level in areas such as welding, automotive, public speaking, and more. The college's music ensembles are often in the spotlight, winning an award recently from Downbeat magazine and regularly performing at state, national, and international festivals. In addition, Cuesta's theatre program consistently wins national and international awards from the Kennedy Center.

Cuesta College is committed to being an inclusive institution that inspires a diverse student population to achieve their educational goals. In 2016, it was designated as a Hispanic Serving Institute (HSI), reflecting the great responsibility that the college has to further the educational attainment and economic well-being of the surrounding community. The Cuesta Promise Scholarship has provided a fee-free first year to every new high school graduate in San Luis Obispo County. Starting with the graduating class of 2018, the Cuesta College Promise Scholarship expanded to include a second year of fee-free education. Over 3,000 students have received the Cuesta Promise with over 35% being Latinx and almost 60% being female. In 2018, Cuesta College was also the only California Community College awarded a $2.5 million Title V "Developing HSI Grant" from the US Department of Education to expand educational and vocational opportunities for Latinx students. Cuesta is committed to the Board of Governors California Community College Vision for Success Goals, including eliminating equity gaps within 10 years. The College's Educational Master Plan, Strategic Plan, and Student Equity/Student Success and Support/Basic Skills Integration Plan collectively seek to ensure all students are successful at fulfilling their educational needs.

Cuesta College has strong student, faculty, and staff campus engagement including affiliations with the statewide Latina Leadership Network, Central Coast Coalition for Undocumented Student Success, Alpha Gamma Sigma Honors Society, MEChA, Student Veterans Club, STEM Club, and Dreamers Club.

Cuesta College has 139 full-time faculty, 543 adjunct faculty, 234 classified staff, and 41 managers and administrators. The college encourages all employees to be part of the participatory governance process. The College's annual budget is approximately $55 million. Thanks to a $275 million bond measure approved by the voters of San Luis Obispo County in 2014, Cuesta College is repairing aging facilities, updating classrooms, equipment, and technology, and improving programs. Our growing North County Campus opened a new Campus Center in Spring of 2018 and houses a new Veterans Center, EOPS Center/CalWorks/Foster Youth Center, Disabled Student Program and Services (DSPS) office and Student Cultural Lounge. Cuesta will be opening a Dream Center to support undocumented students on both the San Luis Obispo and Paso Robles campuses in Spring of 2019.

DEFINITION

The incumbent in this position provides high level administrative support in a complex environment to ensure the day-to-day fulfillment of the responsibilities and commitments of the Assistant Superintendent/Vice President. The position supports the Vice President's projects and time administration, including coordination of meetings and special events. Responsible for management of the Vice President's professional calendar and schedule; relieves the administrator of a variety of office and administrative details to frequently coordinate/prepare material of a highly confidential and sensitive nature; assist with interpretation of college policies and other documents; and perform other related duties as required. The position is in frequent contact with other senior district leaders.

DISTINGUISHING CHARACTERISTICS

Incumbents serving in positions assigned to this class have, in the regular course of duty, access to, and may possess information relating to employer's employer/employee relations, bargaining, employee grievances, student grievances, etc.

Incumbents in this position participate in the management of their Vice President's activities by performing administrative duties requiring a broad knowledge of their respective Vice President's areas of responsibility. Incumbents must be sufficiently aware of the significance and implications of activities within or affecting the office to know when to advise or interrupt their Vice President and they must use a high degree of judgment in determining the essence of potential problems so as to develop information quickly which can be used by their Vice President.

Positions allocated to this class experience extensive contact with managers, faculty, staff, students, and the general public. Performance of duties requires a working knowledge of District policies, rules, regulations, and the organizational structure; the maintenance of confidentiality; and the ability to follow through independently so that tasks and processes are completed in accordance with timelines.

The performance of duties by the Administrative Assistant contributes to institutional effectiveness by facilitating processes required for District operation. For example: assists in the development and interpretation of reports and presentations; interprets policies and procedures to students, faculty, staff, and public and regulatory bodies.

Essential Functions & Qualifications

ESSENTIAL FUNCTIONS

  • Demonstrated ability to analyze problems, make recommendations, take appropriate courses of action and exercise good judgment in decision making;
  • Provide administrative support and essential coordination for College Committees (Accreditation Steering Committee, College Council Committee, Planning and Budget Committee, Strategic Planning Committee, and Enrollment Management Committee) not to be limited to scheduling, assisting with agenda development, preparing support documents and taking minutes;
  • Provide high level administrative duties for the Office of the Assistant Superintendent/Vice President;
  • Schedule appointments and maintain appointment calendar for the Assistant Superintendent/Vice President;
  • Explain College policies and regulatory procedures to the public, administrators, faculty, and staff;
  • Demonstrated ability to analyze problems, make recommendations, take appropriate courses of action and exercise good judgment in decision making;
  • Assemble, organize, and interpret financial, enrollment, and/or other data and draft reports, operating manuals, and schedules;
  • Demonstrated executive-level office management skills through strong planning and coordinating of projects and workflow;
  • Compose correspondence (independently and from general direction);
  • Independently develop and design multi-media presentations for faculty , staff, the Board of Trustees, the general public, and other district groups;
  • Prepare agenda items for the Board of Trustees meeting;
  • Maintain department and district website and SharePoint site to include but not limited to posting meeting agendas and minutes, and district planning documents;
  • Identify and facilitate solutions for managers, faculty, staff, and students regarding a variety of processes;
  • Proofread printed and electronic reports, letters, and other printed material;
  • Process Board policy cyclical updates and reviews;
  • Assist in report and planning document analysis to ensure preparation guidelines are met and submission is complete;
  • Coordinate travel arrangements, to include processing of all applicable documents;
  • Interview, hire, and oversee the work of temporary employee(s);
  • Plan and coordinate logistics and materials for on/off campus group meetings, receptions, social functions, and workshops;
  • Assist in organizing the unit plan and materials, syntheses, and compilation of cluster plan;
  • Track budget expenditures for the Cluster;
  • Maintain the confidentiality of sensitive information.

Administrative Assistant to Assistant Superintendent/Vice President of Student Services and College Centers
  • Coordinate and assemble the annual Student Services Student Learning Outcomes and Assessment Report;
  • Provide support for preparation and submission of annual Student Support and Success Program Report to Chancellor's Office;
  • Provide crisis intervention support and referral for students and staff in the absence of the Assistant Superintendent/Vice President of Student Services;
  • Provide support for student judicial processes including scheduling student discipline meetings and recording of proceedings as needed;
  • Arrange for and record student grievance hearings, and perform background checks for student discipline history with FBI and other private investigators;
  • Provide administrative support for Office of Civil Rights (OCR) compliance reviews;
  • Track, review, and revise annual Student Services catalog updates for submission to Curriculum Resource Specialist;
  • Serve as point of contact for mass emails to students (Constant Contact);
  • Plan, coordinate, prepare invitations, and confirm speaker accommodation for annual Student Life and Leadership events
Essential functions of particular positions within classifications may vary because job duties may vary by work location.


QUALIFICATIONS

Education:
Required
  • Associate degree, with four years of related experience or Bachelor's degree with two years of related experience.

Experience:
Required
  • Progressively responsible administrative support experience
Knowledge of:
  • College organization, programs, policies, rules, and regulations;
  • Principles of report writing;
  • Principles of business letter writing;
  • Proofreading techniques;
  • Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software;
  • Correct usage of English, grammar, spelling, punctuation, and vocabulary;
  • District policies and procedures
Ability to:
  • Establish and maintain cooperative working relationships with those contacted in the performance of duties;
  • Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities
Physical ability to:
  • Read and comprehend printed matter and text and data on computer monitors;
  • Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
  • Sit or stand for extended periods of time;
  • Lift and/or carry 25 pounds;
  • Exert manual dexterity sufficient for keyboard and other office equipment operation
License and Certificates (current within the last year):
Required
  • Valid driver's license and eligible to obtain California driver's license upon hire.

Additional Information

Required Documents: Candidates will be required to submit a cover letter, resume, reference list, and unofficial transcripts when applying for this position.

When uploading documents, PDF uploads are preferred.

Reference List Instructions: Your reference list must include three professional references, their contact information, and their relationship to you.

Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

Cuesta College will not sponsor any visa applications.

San Luis Obispo County Community College District ("Cuesta College") is an equal opportunity employer committed to nondiscrimination on the basis of race, ethnicity, color, religion, national origin, sexual orientation, gender, gender identity, gender expression, marital status, medical condition, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), age, disability (physical and mental), genetic information, military and veteran status, or any other characteristic protected by applicable federal and state law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Reasonable accommodations will be provided for applicants with disabilities who self-disclose. Cuesta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.

In compliance with California law, all prospective staff and students are entitled to read the Annual Security Report, published each October by the Cuesta College Department of Public Safety. This report contains information about our emergency and crime reporting procedures, as well as crime statistics for the past 3 years. You may request a copy of this report at one of our two Public Safety Offices: on SLO campus at Building 6600A or on North County Campus at building N1021, during campus business hours. You may also access the complete text of this report at the following website address: https://www.cuesta.edu/about/depts/publicsafety/clery_act

Interview Process Information

Selected applicants will be invited to attend an interview and skills test on Tuesday, June 18, 2019.

 

 

 

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Job No:
Posted: 5/24/2019
Application Due: 6/6/2019
Work Type:
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