Executive Assistant I - Student Learning and Success

Employer
College of Marin
Location
California, United States
Salary
Salary Not specified
Posted date
Oct 19, 2021

View more

Position Type
Executive, Other Executive
Employment Level
Administrative
Salary Band
Not specified
Employment Type
Full Time


Executive Assistant I - Student Learning and Success

Salary: See Position Description
Closing Date:
Job Type: Full time
Location: Kentfield &/or Indian Valley Campus (Novato) &/or Online, CA

Description

PRIORITY SCREENING DATE: October 20, 2021
OPEN UNTIL FILLED

All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the college until the position is filled. This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Due to COVID-19, applicants should be prepared that if selected to interview for a position at the College, all interviews will be held remotely. Diversity Statement:
College of Marin strives to embrace diversity in all forms: it strives to be an Inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.

COM serves a county population of approximately 250,000 residents. Based on 2019-2020 academic year credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (30% of enrollment), Asian (8%), Black/African American (3%), and Multi-racial (6%) students.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

Position Overview
In this position, the incumbent performs complex administrative work that requires a high level of confidentiality, discretion and judgment supporting the Superintendent/President, Vice Presidents, and Assistant Vice Presidents in communicating information and responding to inquiries on behalf of the college administrators, district staff, and the college, and/or provides general support to the Executive Assistant II. The incumbent serves as the College and department representative for all requests for information, serves as a resource for information relating to Board Policies, Administrative Procedures, departmental guidelines, Education Code, and other rules and regulations that govern community college districts. Incumbent utilizes independent judgment, knowledge and interpretation capabilities. This position will report to the Assistant Superintendent/ Vice President of Student Learning and Success who oversees the academic and student services areas.

Essential Functions

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
  • Performs a variety of complex support services to the manager of the department.
  • Maintains strict confidence and discretion in written and verbal communications.
  • Directs and assists other personnel as may be required for the purpose or supporting them in the completion of their work activities to assure smooth and efficient office operations.
  • Provides administrative research and support for the department pertaining to collective bargaining.
  • Serves as the day-to-day representative of the office, evaluating situations (e.g. involving staff, students, the public etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
  • Composes, drafts and edits pertinent documents and correspondence; compiles reports and information for presentation; research and analysis, for the purpose of documenting activities, providing written reference and/or conveying information.
  • May communicate verbally and in writing on behalf of the Superintendent/President, Vice President or Assistant Vice President across all levels of the organization as well as with outside business associates and vendors.
  • Researches and prepares monthly board agenda items for submission to the Executive Assistant II, in the office of the Superintendent/President.
  • Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
  • Serves as a liaison to committees and/or organizations for the purpose of conveying and/or gathering information required for district operations.
  • Manages or participates in management of department budget, utilizing the district online budget tool.
  • Manages electronic calendar for scheduling activities and meetings.
    Assigns and monitors division support staff in: the coordination of the evaluation process for all division employees; leave administration; hourly hires; and facilitation of hiring committee work.
  • Coordinates a variety of activities (e.g. event planning, meetings, workshops, travel/accommodations, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
  • Serves as staff resource at meetings as required for the purpose of providing coordination, materials, support and/or minutes i.e. governance committees, department chairs, etc.
  • Maintains documents, office files and records for the purpose of providing up-to-date reference and audit trail for compliance.
  • Utilizing district software program, maintains, edits, updates division website, and is responsible for updating committee websites.

    Other functions may include:

  • Assist with application and related procedures and processes for special events and activities on behalf of the district or for public/private requests for use of college facilities, coordination of use of facilities and processes including billing as appropriate.
  • Coordinate public relations including press releases and community liaison activities of Superintendent/President.
  • Serve as public information representative for the District.
  • Coordinate and provides support with public events calendar.
  • Support and assist in risk management/compliance including assistance with contract and form development. This may include working with insurance administrator and/or legal counsel to assure minimization of risk to the District.
  • Serve as primary contact for claims and lawsuits, working closely with insurance administrator and/or legal services. Prepares claim rejection notices for the Board; assists in handling small claims with guidance from insurance administrator.
  • Responsible for completing annual risk management questionnaire and compilation of information provided by departments for reporting purposes.
  • Assist in coordination of participatory governance system.


Requirements & Desirables
REQUIREMENTS
1.) Bachelor's Degree in job related area OR equivalent. (Experience in lieu of education on a year for year basis) and;
2.) Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

DESIRABLE QUALIFICATIONS

1.) Experience in higher education, California community college, public and private sector, colleges and universities.
2.) Previous experience working at an executive level.

KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills):

KNOWLEDGE is required to
perform basic math including calculation of fractions, percents and/or ratios; read a variety of manuals, write documents following prescribed formats and/or present information before groups; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: community college operations and philosophy, concepts of grammar and punctuation.

SKILLS are required to perform single technical tasks with an occasional need to upgrade skills due to changing job conditions. Good interpersonal communications and public contact skills are required. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; performing standard bookkeeping procedures; planning and managing projects; preparing and maintaining accurate records. Use of new or additional equipment brought about by new technology shall be incorporated consistent with the level of responsibility and complexity of this job. Utilizing district software program, maintains, edits, updates division website, and is responsible for updating committee websites.

ABILITY is required to schedule a significant number of activities; routinely gather, collate, and/or classify data; and use basic job related equipment. Flexibility is required to work with others under a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standard methods of operation. Ability is also required to work with a significant diversity of individuals and/or groups using effective interpersonal communication; work with data of varied types and/or purposes; and utilize job related equipment. In working with others, problem solving is required to analyze issues, create plans of action and reach solutions; with data it is moderate; and with equipment it is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant and sustained interruptions; working with detailed information/data. Sensitivity to and understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:

  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Criminal Justice/Fingerprint Clearance.
  3. COVID-19 Vaccination Status: All employees new to the District who access campuses or other District facilities, and/or participate in off-site work in-person for the District, must be fully vaccinated against COVID-19, prior to employment unless approved as exempt due to verified medical or religious reasons (as defined in federal or state laws and regulations).
  4. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
  5. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
  6. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code

REQUIRED APPLICATION DOCUMENTS

The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.

A.) Cover Letter (cover letter)
B.) Resume (resume)
C.) Transcript conferring Bachelor's degree or showing whatever coursework you have completed and are using as the basis for your application as described in Requirement #1, above. (transcript)
D.) STATEMENT: Please provide a response to the following prompt (one page maximum):
College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. How would you contribute to College of Marin's effort of enhancing diversity in a meaningful way?


Supplemental & Salary Information

WORKING ENVIRONMENT
Office environment with the usual and customary methods of performing the job's functions.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Typical physical abilities for this position are:

  • Prolonged and frequent sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping
  • Moderate to heavy usage of hands in grasping, repetitive hand movement and finger coordination in keeping records and preparing reports using a computer keyboard
  • Seeing to read a variety of materials, continuously
  • Speech and hearing to communicate effectively in group settings and by telephone to students, faculty, staff, and others

    CLASSIFICATION & RETIREMENT PLAN
    Employees in this position classification are considered Confidential Unit members and are not represented by a bargaining agreement. Confidential employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 7% of their reportable compensation on a monthly basis.

    WORK SCHEDULE
    Campus: Kentfield
    Full-time Equivalent: 1.0 - Full-time
    Months per Year: 12

    SALARY INFORMATION
    FLSA Status: Exempt
    Salary Range: Confidential Level 1
    Starting Salary Range: $70,219 - 77, 437 annually (Steps 1 - 3). Background and experience will determine placement.

    Please refer to our Human Resources web site for salary schedules.

    SELECTION PROCESS
    Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.


    To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/3246143/executive-assistant-i-student-learning-and-success?pagetype=promotionalJobs


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