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Executive Assistant, President's Office- Columbia College

Yosemite Community College District
Modesto, CA

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Job Details

Job Title:

Executive Assistant, President's Office- Columbia College


Columbia College

Salary Range/Other:

Management Salary Schedule 2021-2022 Range 24: $5,560 to $7,064/monthly. Doctoral Stipend provided for an earned doctorate: $2,628/year ($219 per month). New appointees with no previous out-of-district management experience will be placed at Step A.

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:

Under general direction, coordinates and performs highly responsible, complex, technical, and confidential administrative support activities in support of an executive manager within the District; serves as liaison to District staff and the educational community; aids in the interpretation of operational goals and objectives, and the policies and regulations governing the assigned work area functions and activities; and performs related work as assigned.

This is a highly specialized, advanced-level administrative support class. Positions in the class report to one of several executive level positions within the Yosemite Community College District (YCCD) and are responsible for representing the executive’s office with a wide variety of constituents, often authorized to act on the executive’s behalf, or to synthesize information for the executive’s actions. This class may be distinguished from the Executive Support Secretary or other administrative support positions because this class describes positions where incumbents perform a broader and more responsible set of duties, emphasizing quasi-analytical and para-professional administrative work rather than the provision of secretarial support.


Receives direction from a cabinet-level executive manager. May provide lead or functional supervision over lower level support staff or other district staff, as assigned.

Minimum Qualifications:

Knowledge of:
• Procedures, methods, strategies, and techniques pertaining to the operation of a cabinet executive’s office;
• Modern office practices, trends, and procedures, standard office equipment and
• Modern data management, storage, and retrieval systems applicable to the District’s information technology environment
• Legal mandates, policies, regulations, and procedures which govern the cabinet level executive’s operational processes;
• English usage, spelling, grammar, and manuscript and report formatting;
• Effective and efficient communication techniques, strategies, and procedures.

Ability to:
• Effectively and efficiently perform highly responsible and technical administrative assistant functions and activities;
• Compile data and information, and prepare comprehensive reports;
• Communicate effectively in oral and written form;
• Establish and maintain a complex data management, storage, and retrieval system;
• Demonstrate advanced computer literacy skills with effective use of a variety of software including, word processing, spreadsheets, graphics, and presentations;
• Draft documents with speed and accuracy;
• Ability to manage multiple, competing priorities and deadlines expediently and with discretion and judgement;
• 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 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: Six years of increasingly responsible administrative assistant and/or executive secretarial experience, including four years of technical administrative work pertaining to any number of functional areas, such as 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.

Example of Duties:

• Perform highly responsible, complex, technical, and confidential administrative support activities for an executive manager.
• May serve as office manager, dealing with a variety of sensitive and privileged matters.
• Prepare or assist in the preparation of information and data requested for administrative review; take action as deemed necessary within established guidelines.
• Interpret policies, regulations, and operational procedures in areas of assignment to those persons contacting the administrator’s office.
• May act as a first point of contact to persons contacting administrator’s office including the answering of routine inquiries and correspondence, maintaining an action calendar, scheduling appointments, conferences and meetings, and a variety of other operational details.
• Plan, organize, and assist in the preparation of the materials and documents pertaining to the Board meeting agenda.
• Maintain schedules of follow up items and monitor action items needed for review.
• May take and transcribe correspondence, memoranda, reports, and other communicative documents that include technical terminology requiring a familiarity with legal mandates, policies, regulations and operational procedures affecting the administrator’s functional responsibilities.
• May attend meetings and conferences as requested, take, and transcribe notes into summary form.
• Assist with budget planning and expenditure control procedures.
• May coordinate and/or assist with special events planning.
• Establish and maintain complex manual and automated alphabetical, numerical, and subject matter files and data that may include sensitive and privileged data.
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software.
• Perform other duties as assigned.

• Work is generally performed in a standard office environment.
• Work may require occasional evening and weekend hours

Licenses and Certificates:

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

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; frequent contact with others including some public contact; frequent deadlines and time-limited assignments.

Additional Applicant Information:

Applications are accepted online only at:
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.


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.

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:

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:


Close Date:


Open Until Filled:



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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