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Executive Assistant, Office of the Vice President of Administrative Services

Employer
Sierra College
Location
California, United States
Salary
$64,166.00 - $64,166.00
Posted date
Oct 22, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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Under general direction of the Superintendent/President or an assigned Vice President, this position performs a wide variety of difficult and highly complex administrative duties including those of a confidential nature; processes administrative details not requiring the immediate attention of the executive staff member including the coordination of functions; communication of Division policy; the preparation of reports and other administrative tasks and provides information and assistance to administration, academic and classified staff, students and the general public.

 

REPRESENTATIVE/ESSENTIAL DUTIES - The following duties are typical for this job classification. Incumbents may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Participates and assists in the administration of the assigned administrator’s office; assists the assigned administrator in meeting reporting requirements, functional responsibilities and research objectives; provides complex and responsible executive level support and confidential assistance relating to collective bargaining issues, staff evaluations, personnel matters and legal actions; relieves administrator of a wide variety of clerical, technical and administrative detail.
2. Plans and organizes executive office support functions; coordinates, oversees and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; recommends improvements in work flow, procedures and use of equipment and forms; reviews, updates and informs administrator and others of essential timelines.
3. Screens office and telephone callers; responds to sensitive questions, complaints and requests for information from administrative, management, academic, and/or classified staff and the general public; communicates information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary.
4. Serves as liaison between the assigned administrator and other educational administrators, management staff, academic and classified staff, students, representatives of educational and community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the administrator or others as necessary.
5. Maintains and discusses a calendar of events on a regular basis with administrator to assure timely coordination of office activities and status of assigned projects; develops schedules related to Division activities and services.
6. Coordinates and arranges meetings including location, seating and audiovisual equipment; coordinates activities with other divisions and departments; may make travel arrangements for staff.
7. Participates in preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to administrator for control of expenditures; assists in resolving budget issues and problems; processes budget/expense transfers; recommends budget revisions; manages lottery funds and capital outlay block grant monies within established guidelines.
8. Assures that Board agenda items and supporting documents are developed, prepared and forwarded within District timelines and legal requirements and guidelines; assures administrator receives timely notification of Board requests for information or action; assures that the Board receives information and notification of action taken as requested.
9. Provides staff support to standing and ad hoc committees and other groups as assigned; attends meetings and take notes or records proceedings; prepares and distributes agendas, background materials and minutes as appropriate.
10. Collects, researches, compiles, analyzes, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data, recommendations and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
11. Coordinates and oversees specialized functions or projects independently as assigned; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions or information as appropriate.
12. Composes correspondence independently; prepares preliminary responses to letters, general correspondence and personal inquiries of a sensitive nature for administrator’s approval; formats, types, proofreads, duplicates and distributes correspondence, notices, lists, forms, memoranda and other materials according to established procedures, policies and standards.
13. Maintains files and provides support to the Accreditation Liaison Officer toward meeting the Accrediting Commission for Community and Junior Colleges (ACCJC) standards and requirements for continued accreditation status.
14. Establishes and maintains a variety of complex, intra- and inter-related filing systems including confidential files relating to labor negotiations and contract grievances; establishes and maintains files for information, records, and reports; maintains records related to specific area of assignment.
15. Operates office equipment including computer equipment, scanner, calculator, copier and facsimile machine; utilizes various computer applications and software packages; maintains and generates reports from databases or network systems.
16. Performs related duties as required.

Minimum Qualifications

Education and Experience GuidelinesAny combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, secretarial science or a related field.
Experience:
Five years of increasingly responsible experience as an administrative assistant or office coordinator, preferably in an administrative or executive office of a public agency or in an educational environment.
License or Certificate:
Possession of a valid driver’s license.

QUALIFICATIONS - The following generally describes the knowledge and abilities required to successfully perform the assigned duties of this position.
Knowledge of:
Operational characteristics, services and activities of the functions, programs and operations of the assigned executive office.
Pertinent federal, state and local laws, codes and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
Instructional process and college environment.
Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
Work organization and office management principles and practices.
Processes, procedures and practices of accounting, budget preparation and administration.
Principles, practices and procedures of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices and procedures of complex fiscal, statistical and administrative research and report preparation.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
English usage, grammar, spelling, punctuation and vocabulary.
Ability to:
Understand the organization and operation of the assigned executive office as necessary to assume assigned responsibilities.
Understand, interpret and apply administrative and office policies and procedures as well as pertinent laws, regulations and ordinances.
Perform responsible and difficult executive assistant duties involving the use of independent judgment, personal initiative and confidentiality.
Oversee and participate in the management of the administrative functions and operations of the assigned office.
Establish, review and revise office work priorities.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff or the public.
Type or enter data at a speed necessary for successful job performance.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Participate in the preparation and administration of assigned budgets.
Research, compile, analyze and interpret data.
Prepare a variety of clear and concise administrative and financial reports, correspondence and memoranda.
Implement and maintain filing systems.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Work independently and effectively in the absence of supervision
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT - The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
Hearing: Hear in the normal audio range with or without correction.

 

Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 18,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at three centers located in Grass Valley, Tahoe/Truckee, and Roseville. Our District prides itself on academic excellence, having been named an Aspen Prize for College Excellence eligible institution for 2019.  
 
Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.  
 
As an institution, Sierra College is committed to eliminating the equity gap in all student populations with dynamic, learner-centered practices and policies that fully engage the college community.  The ideal candidate will share the College’s commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently, Sierra College enrolls 18,300 students per term, where approximately: 21% of Sierra College’s students are Latin(o)(a)(x)(e), 3% are African-American, 3% are Filipino, 6% are Asian-American, 1% are Native American, 1% are Pacific Islander, 7% are multiracial and 57% are White.  
 
The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on equity and inclusion, SC4 (Sierra College Community, Creativity, Culture, and Collaboration Training), active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students. 

  
  REQUIRED APPLICATION DOCUMENTS:
  

  1. A Sierra College application, 
  2. A resume, and
  3. A cover letter of no more than 4 pages that addresses:  
    • Please describe the transferable experience, knowledge, skills and abilities you possess to serve in this role.
    • What culturally-inclusive/equity-minded practices/strategies would you incorporate into this role?
    • Please describe your evidence of the responsiveness to and understanding of the racial, socioeconomic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning), sexual orientations, gender identity and expressions as these factors relate to the need for equity-minded practices within the classroom and in the campus community.

 
 
 

Given the current pandemic in our country, interviews will likely take place virtually via Zoom or a conference call.     TRAVEL EXPENSES BORNE BY THE CANDIDATE (if in person interviews)  

 
 
 
Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department.  Position description of record on file in the Human Resources Department.  

*Sierra Community College District currently operates campuses in Rocklin, Roseville, Truckee and Grass Valley. In its management of a multi-campus environment, the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus, the assignment location may be subject to change as needed. Additionally, the district reserves the right to cancel, revise or re-announce this position as well as any and all positions at any time.

 
EEO/TITLE IX EMPLOYER Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students.
 
Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity, EEO & Title IX (Title IX Coordinator) at the address below, at (916) 660-7006 or via email at EEOT9@sierracollege.edu.

Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at (916) 660-7105.
 
If you have limitations hearing or speaking, the State of California offers a specially-trained Communications Assistant (CA) that can relay telephone conversations for all of your calls. Dial 711 to reach the California Relay Service (CRS). Dialing 711 is for everyone, not just those who have difficulty hearing on a standard phone. If you prefer having your calls immediately answered in your mode of communication, dial one of the toll-free modality and language-specific numbers below. The call will be routed to the CRS provider.  
 
TTY/VCO/HCO to Voice 
 English 1-800-735-2929
 Spanish 1-800-855-3000
 
 Voice to TTY/VCO/HCO 
 English 1-800-735-2922
 Spanish 1-800-855-3000
 
 From or to Speech-to- Speech 
 English & Spanish 1-800-854-7784

 

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