Executive Secretary - Instruction Office - Columbia College

Job Details

Job Title:

Executive Secretary - Instruction Office - Columbia College

Site:

Columbia College

Salary Range/Other:

Management Salary Schedule 2021-2022 Range 20: $4,932 to $6,271/monthly salary. A $2,628 per year ($219 per month) Doctoral Stipend is provided for an earned doctorate.

Benefits :

The District currently pays for a number of health options for the employee and dependents. Employees may elect to pay a premium for a higher health option. Vision care and dental insurance premiums for the employee and dependents is District paid. Income protection and life insurance premiums for the employee are also District paid.

Scope of Assignment:

DEFINITION
Under direction, coordinates and performs highly complex and confidential secretarial and/or administrative duties in direct support of a District executive, relieving him/her of administrative detail; performs highly complex, technical, and confidential secretarial and administrative clerical functions; serves as a liaison between the executive’s office, District staff, and the community members; translates and interprets for District personnel in resolving problems, issues and complaints; and does other related duties, as assigned.

DISTINGUISHING CHARACTERISTICS
This is the highly specialized, executive secretarial class in the Administrative Support Series. Positions in this class possess highly specialized, technical or functional expertise pertaining to their assigned functional area and apply full working knowledge of the work unit assigned. They are expected to independently perform complex activities that require extensive knowledge of assigned area and of office management and secretarial practices, using considerable independent judgment and action. Positions may be assigned to support any of several executive level positions throughout the District.
It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is related to its use in the organizational structure. An Executive Secretary position can be distinguished from other District secretarial and administrative support classes because the role of incumbents is primarily to perform secretarial and administrative duties for a College President, Vice-President or other executive manager with comparable organizational status. This classification is deemed confidential and as such is part of the District’s leadership/management definition.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from a District executive manager.
May provide direct or lead functional supervision over lower level office personnel, as assigned.

Minimum Qualifications:

MINIMUM QUALIFICATIONS

Knowledge of:

• Procedures, methods, strategies, and techniques pertaining to the operation of a college executive’s office;
• District organization, functions and operating policies and procedures;
• Principles, goals, and objectives of community college education;
• Modern office practices, trends, and procedures, standard office equipment and modern data management, storage, and retrieval systems;
• Legal mandates, policies, regulations, and procedures that govern the District operational processes;
• English usage, spelling, grammar, and manuscript and report formatting;
• Effective and efficient communication techniques, strategies, and procedures.

Ability to:
• Coordinate, direct, and expedite the production of documents and materials;
• Effectively and efficiently perform highly responsible secretarial and/or administrative functions and activities; expeditiously analyze, abstract, compile, and prepare comprehensive reports;
• Work independently while using sound judgment and decision making skills
• Communicate effectively in oral and written form;
• Multi-task; continuously prioritize and reprioritize, as necessary;
• Establish and maintain a complex data management, storage, and retrieval system;
• Monitor the work of others and train lower level support staff, as needed;
• Keyboard at a net corrected speed of 60 words per minute; take and transcribe dictation accurately at a reasonable speed;
• Understand and carry out oral and written directions;
• Establish and maintain cooperative relationships and maintain a calm, tactful, and diplomatic manner.

Desirable Qualifications:

Education and Experience:
Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:

• Education: Equivalent to possession of an AA degree from an accredited college, with major course work in business management, supplemented by course work or training in office management, public relations, or related areas.
• Experience: Five years of increasingly responsible administrative assistant and/or executive secretarial experience, including four years of technical administrative work pertaining to program research, administration, communications, finance, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum, and/or related areas. Experience in an educational organization is highly desirable.

Desirable Professional Characteristics:

DISTINGUISHING CHARACTERISTICS

This is the highly specialized, executive secretarial class in the Administrative Support Series. Positions in this class possess highly specialized, technical or functional expertise pertaining to their assigned functional area and apply full working knowledge of the work unit assigned. They are expected to independently perform complex activities that require extensive knowledge of assigned area and of office management and secretarial practices, using considerable independent judgment and action. Positions may be assigned to support any of several executive level positions throughout the District.
It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is related to its use in the organizational structure. An Executive Secretary position can be distinguished from other District secretarial and administrative support classes because the role of incumbents is primarily to perform secretarial and administrative duties for a College President, Vice-President or other executive manager with comparable organizational status. This classification is deemed confidential and as such is part of the District’s leadership/management definition.

Example of Duties:

ESSENTIAL DUTIES (Illustration only)

• Serve as confidential secretary and/or administrative aide to a District executive; serve as liaison between the assigned work unit and other District offices, faculty, students and the public at large.
• May perform research and data abstraction pertaining to legislation, court decisions, and legal provisions that may affect operational processes.
• Act as information source regarding policies and procedures; provide information where judgment, knowledge and interpretations are necessary, especially in the proper handling of confidential files or information;
• May maintain confidential division personnel information and files; liaise with District Human Resources department, as necessary
Coordinate the secretarial, clerical, and administrative follow-up activities required including maintaining the executive’s schedule and calendar, conference and travel arrangements, providing operational information, and the preparation of correspondence and special reports; may serve as office administrator, as assigned or when necessary.
• Conduct or coordinate research activities, compile and analyze data, plan and/or implement improvements in operational and administrative policies, procedures and practices, as needed.
• Plan, organize, coordinate, and supervise the preparation, printing, and distribution of and related materials, notices, bulletins, and other public documents.
• Assist in the revision, updating, and maintenance of the Board of Trustee policies and regulations.
• Perform follow-up functions to ensure a timely response to Chancellor special requests and information requests.
• Take and transcribe dictation pertaining to correspondence, memoranda, reports, and a variety of other subject matter that may be sensitive, privileged, and highly confidential.
• Interpret policies, operational regulations, and procedures to District staff; develop operational guidelines, office procedures or handbooks, as needed.
• Develop, recommend and coordinate the implementation of policies, and procedures designed to ensure compliance with applicable state, federal or District policy or procedure.
• Independently compose correspondence pertaining to a variety of issues.
• Plan, organize, establish, and maintain a complex data management, storage, and retrieval system.
• May perform lead responsibility for applicable District software applications, as necessary; assist in implementing and monitoring data for accuracy.
• Process and respond to routine mail and inquiries.
• Assist and oversee the budget planning and expenditure control procedures.
• Review and provide technical evaluation or guidance and training of the performance of the clerical staff of the Executive’s office, as assigned.
• Assist visitors whose concerns are privileged and confidential.
• Performs other duties as assigned.

Licenses and Certificates:

LICENSES AND CERTIFICATES
Possession of a valid California Motor Vehicle Operator’s License.

Physical and Mental Standards:

PHYSICAL AND MENTAL STANDARDS
• Mobility: ability to sit for long periods, move about an office, stand occasionally, reach above and below desk level.
• Dexterity: fine manipulation sufficient to operate a keyboard, handle individual papers, write and take notes.
• Lifting: occasional lifting of papers, files, equipment and material weighing up to 25 pounds.
• Visual Requirements: close vision sufficient to read files, documents, and computer screens and do close-up work; ability to adjust focus frequently.
• Hearing/Talking: ability to hear normal speech, speak and hear on the telephone, and speak in person.
• Emotional/Psychological Factors: ability to make decisions and concentrate; handle frequent contact with others including some public contact who may be hostile; handle frequent deadlines and time-limited assignments.

TYPICAL WORKING CONDITIONS
• Work is generally performed in a standard office environment.

Additional Applicant Information:

APPLICANT INFORMATION:
Applications are accepted online only at: https://www.yosemite.edu/recruitment/employmentopportunities/
Select Job Openings, Select Search Jobs, Select Job Title, Create an account and Apply to this job.
Please note: The District does not integrate with the third party service of Interfolio; therefore, reference letters must be submitted along with the application documents required.

SELECTION PROCEDURES

Only online application packets will be accepted including:
• YCCD Administrative online application
• Resume
• Personal letter of interest

Those applicants selected for personal interview will be notified by email or phone. In accordance with Board policy official offers of employment will be made only by the Chancellor or Vice Chancellor/Human Resources, YCCD. Final appointment is subject to confirmation by the Board of Trustees.
Federal law requires the District employ only US citizens and aliens authorized to work in the United States. Written verification of employment eligibility is required.

BACKGROUND CHECK:
A background investigation of new employees is required, including reference checks and a state criminal history report. Employment will not begin until the history check has been cleared by Human Resources. The cost for the criminal history report will be the responsibility of the successful candidate.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

The District may hire more than one applicant with this applicant pool.

The Yosemite Community College District is an Equal Opportunity Employer.

It is the policy of Yosemite Community College District (Modesto Junior College and Columbia College) not to discriminate on the basis of race, color, national origin, sex or disability in its educational programs and its employment practices. YCCD BP 3410 Nondiscrimination can be found at: https://www.yosemite.edu/trustees/board_policy/3410%20Nondiscrimination.pdf

Title IX Sexual Harassment regulations define Title IX Sexual Harassment to include four terms “as defined in” the Clery Act and the Violence Against Women Act (VAWA): Sexual Assault, Dating Violence, Domestic Violence, and Stalking.

In accordance with 34 C.F.R. §§ 100.6(d), 104.8, and 106.9; and 28 C.F.R. § 35.106, the following person has been designated to handle inquiries regarding Title IX, Section 504/Title II policies:

District Title IX/Civil Rights Compliance Coordinator
Yosemite Community College District
2201 Blue Gum Ave., Modesto, CA 95358
(209) 575-7935
[email protected]

Open Date:

05/03/2022

Close Date:

05/24/2022

Open Until Filled:

No

Organization

On behalf of everyone at the Yosemite Community College District Office, Modesto Junior College and Columbia College, we welcome you to our District. All of our employees throughout the District are dedicated to excellence in serving our students. Even with all the fiscal issues that we are facing within the State of California, our staff has been working miracles with continuously reduced budgets. We continue to serve our students well, and provide them with great opportunities and a quality education. As the Chancellor, I am very proud of their efforts and dedication.

One of my greatest challenges is to ensure the educational quality and fiscal stability of our institutions. One way this is accomplished is through long-range planning. There are many exciting things on the horizon for the Colleges of the YCCD - especially with all the construction and completion of our Measure E building projects. We are very grateful to the community for your support of these efforts. Students will benefit for years to come; we extend to you heartfelt thanks.

The Mission of the Yosemite Community College District is: "The YCCD is committed to responding to the needs of our diverse community through excellence in teaching, learning and support programs contributing to social, cultural and economic development and wellness." We take this mission statement seriously; it is the one key element that we base all our efforts on - it is our charge to provide excellent, meaningful service to the community.

As educators, we always focus on offering life-changing opportunities for our students; that is our business. One of the most enjoyable experiences in my 30 year higher education career has been witnessing lives changing right before my eyes as students graduate or achieve their educational goals. When they go on to create successful lives for themselves, their families and their communities I know we have done our job! This is the reward of the work that we collectively do at the Yosemite Community College District. I most cordially invite you to become more involved in our dynamic educational community called the YCCD.

Most sincerely,

Joan E. Smith, Ed.D.

 

Columbia College is a dynamic institution of learners and creative thinkers dedicated to high standards of student success. We prepare students to be fully engaged in an evolving world by offering comprehensive and high quality programs and services. Columbia College is committed to a culture of improvement through measuring student learning across the institution. We strive for excellence, foster a spirit of professionalism and embrace diversity.

Modesto Junior College, one of the oldest community colleges in the state, was organized in 1921 to serve the first junior college district established under a State Legislature Enabling Act. Modesto Junior College was established to meet the needs of the community. Today the college strives to maintain the same objective—that of dedication and service to the community.

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