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.
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
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
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
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.
Education and Experience
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:
Equivalent to the completion of the twelfth grade supplemented by
college level course work in business administration, secretarial
science or a related field.
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
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
Operational characteristics, services and activities of the
functions, programs and operations of the assigned executive
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
Processes, procedures and practices of accounting, budget
preparation and administration.
Principles, practices and procedures of business letter
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
English usage, grammar, spelling, punctuation and
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
Perform responsible and difficult executive assistant duties
involving the use of independent judgment, personal initiative and
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
Use correct English usage, grammar, spelling, punctuation, and
Participate in the preparation and administration of assigned
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
Operate office equipment including computers and supporting word
processing, spreadsheet, and database applications.
Work independently and effectively in the absence of
Communicate clearly and concisely, both orally and in
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
Environment: Work is performed primarily in a standard
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
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.
A Sierra College application,
A resume, and
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.
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.
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
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
TTY/VCO/HCO to Voice
or to Speech-to- Speech
English & Spanish 1-800-854-7784