Executive Assistant to the Superintendent/President and Governing Board

Southwestern College

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Superintendent/President

District Values
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.


Responsibilities:
The incumbent in this position will perform highly complex and responsible administrative duties, including the coordination of functions, communication of department policy and other administrative tasks; scheduling; serve as recording secretary for the Governing Board and Governing Board Committees; train, and coordinate office staff. Ensure workflow for the Superintendent/President and Governing Board is coordinated and timelines are met through coordination and oversight of staff work. This position reports to the Special Assistant to the Superintendent/President under general guidance from the Superintendent/President.

REPRESENTATIVE DUTIES:
1. Serve as confidential assistant to the Superintendent/President and Governing Board, performing a wide variety of difficult and complex administrative duties.
2. Act as liaison for Superintendent/President and Governing Board; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive public relations with community.
3. Maintain Superintendent/President and Governing Board appointment calendar and administrative absence calendar; schedule appointments for students, faculty, administrators and the public.
4. Act as recording secretary for Governing Board meetings; compile and prepare agenda and meeting materials and records; edit and prepare the Board meeting minutes, resolutions and excerpts; maintain Governing Board minutes files.
5. Attend various meetings; prepare agendas and minutes. Coordinate agendas and minutes for multiple shared consultation groups.
6. Coordinate the updates of Board Policies and Administrative Procedures with all departments and the Governing Board policy committee.
7. Exercise considerable judgment in answering inquiries and referring people to proper person or department.
8. Coordinate and train assigned staff on BoardDocs or other agenda management software; assist in training of Administrative Assistants concerning District policies and procedures as needed.
9. Perform additional duties as assigned.


Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
Principles and practices of training and supervision.
Modern office practices, procedures, equipment, and record -keeping techniques.
Interpersonal skills using tact, patience and courtesy.
Proficient in Microsoft Office.
Strong organizational and planning skills.
English usage, grammar, spelling, punctuation and vocabulary. Oral and written communications skills.

MUST HAVE ABILITY TO:
Perform difficult and complex administrative tasks effectively
Ability multi-task and prioritize work utilizing high degrees of time management and organization skills
Meet time schedules and deadlines.
Compose correspondence and reports independently.
Maintain a variety of records and files.
Analyze situations accurately and adopt an effective course of action.
Establish and maintain effective working relationships with others.
Operate various office equipment such as typewriter, calculator, dictation equipment, recorders, printers and computer terminal and related software.
Work confidentially with discretion.
Work independently.


Education and Experience:
Two (2) years of college-level course work.
AND
Two (2) years of increasingly responsible work experience at the level of an administrative assistant,
INCLUDING
One (1) year of experience in a lead administrative capacity.


Minimum Qualifications: (Faculty and Academic Administrator Positions Only)


Desirable Qualifications:


Salary
Range 19, Steps 1-9, $5,916.00-$8,415.00 (salary placement is based on background, education & experience). An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, June 25, 2021 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the office. Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC College Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)


To apply, visit: https://jobs.swccd.edu/postings/3415









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