Executive Assistant To The Vice Chancellor Of Education & Planning

YUBA COMMUNITY COLLEGE DISTRICT

POSITION TITLE: Executive Assistant to The Vice Chancellor of Education and Planning

AUTHORIZED MANAGEMENT POSITION: Confidential Management

ASSIGNMENT LOCATION: District Office

BASIC FUNCTION:Under the direction of the Vice Chancellor, with minimal supervision, provide complex executive secretarial support to relieve the Vice Chancellor of administrative tasks; process executive administrative details independently including the preparation of reports, coordination of functions, communication of District procedures, creation of technical and complex documents and other administrative tasks.

DISTINGUISHING CHARACTERISTICS: The Assistant to the Vice Chancellor of Education Planning classification is distinguished from other secretarial classifications in that incumbents report to the Vice Chancellor, manage an administrative office and has responsibility for independently taking action on matters of non-technical administrative detail.The scope of duties is varied, highly skilled and is related to an important administrative function of the District. The incumbent will assist the Vice Chancellor by coordinating the educational planning and services of the District, provide secretarial and administrative assistance to the Vice Chancellor, perform a wide variety of executive secretarial duties which require technical skills, judgment and initiative over a broad range of situations and alternatives focusing on the Education and Planning areas.Confidentiality, tact and courtesy are imperative for the position in handling the details of Educational Planning and Services.

REPRESENTATIVE DUTIES:

Provide executive secretarial support to the Vice Chancellor of Education and Planning, relieving the Vice Chancellor of a variety of clerical, technical and routine administrative duties; serves frequently as a liaison between the Vice Chancellor and the public, students, staff, the State Chancellor’s Office and other District officials.

Receive and screen visitors demonstrating tact and courtesy; exercise judgment and refer visitors to appropriate District and College offices and personnel; respond to and resolve inquiries and complaints; exercise judgment in policy explanation; refer inquiries and complaints to appropriate staff as necessary.

Prepare and assemble agenda materials; review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; maintains confidentiality of the District’s negotiations with the collective bargaining units of the District.

Determine and anticipate the needs of the Vice Chancellor regarding upcoming meetings or negotiations; report and communicate information verbally, in writing and electronically where judgment, knowledge and interpretation of policies and regulations may be necessary; manage meeting proceedings utilizing a variety of record keeping and recording models.

Assist the Vice Chancellor in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; collect and compile statistical and financial data and other information for inclusion into special and periodic reports.

Arrange and schedule a variety of meetings and conferences; make travel arrangements and prepare related paperwork for processing; prepare purchase orders, budget transfers and order supplies and materials as needed.

Research information and establish appropriate formats; assist in preparing Department annual budgets; review reports and maintain records of expenditures.

Review complex documents, records, and correspondence for accuracy, completeness, and compliance to applicable rules, regulations, policies, administrative procedures and legal requirements; prepare a variety of reports and surveys regarding curriculum and academic services as well as District policies and procedures as necessary.

Manage the flow of electronic, paper, and verbal information and communications with proficiency, exercising independent judgment and maintaining confidentiality; compose correspondence independently; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and regulations are necessary.

Compose complex correspondence; take and transcribe minutes, if needed; maintain appropriate databases to create charts, spreadsheets or visual aids; organize and complete a variety of projects using appropriate computer software programs; prepare and process Education and Planning matters for the Board Agenda.

Establish and maintain complex, interrelated filing systems related to curriculum records, education planning and administrative office activities.

Serve as liaison between the Vice Chancellor and District leadership and other District and College personnel; may serve as the Vice Chancellor’s representative at various on and off Campus meetings.

Perform related duties as assigned.

KNOWLEDGE OF:

• Interpersonal relations skills, using tact, patience, and courtesy
• Organizational operations, including operating consistent with policies, rules, regulations and administrative procedures
• Oral, written and electronic communications skills, including telephone and internet etiquette
• Correct English usage, grammar, spelling, punctuation, vocabulary and composition
• Office management techniques
• Records management techniques for both paper and electronic environments
• Modern office practices, procedures, and equipment including electronic and technical equipment, databases and software applications.
• Operation, procedures, and protocol of an executive office

ABILITY TO:

• Analyze complex situations accurately and adopt an effective course of action
• Establish and maintain effective working relationships with others
• Take minutes of meetings and transcribe notes accurately and efficiently
• Plan and organize work effectively
• Work confidentially with discretion and professionalism
• Operate computer and other electronic hardware and software programs and other office and presentation equipment
• Learn and maintain compliance with rules, regulations, policies and procedures
• Work effectively with executives and their assistants in a multi-college district environment
• Communicate effectively orally, in writing and electronically
• Type at 65 words net per minute from clear copy
• Make arrangements for meetings, manage meetings and synthesize and record proceedings
• Maintain a variety of filing and archival systems, including electronic
• Work effectively with many interruptions and under pressure
• Perform responsible and complex executive secretarial duties with competence and efficiency
• Establish and maintain schedules and timelines, work plans and process flow charts
• Understand and follow oral and written directions
• Compose independently and from oral instructions, letters, memorandums, or other material
• Create and construct reports and design templates and presentation materials

EDUCATION AND EXPERIENCE:Any combination equivalent to an Associate’s degree in business administration or related field and four (4) years increasingly responsible professional administrative experience.

WORKING CONDITIONS:

Executive/district office environment

Subject to constant interruptions

Subject to evening or variable hours

Contact with dissatisfied individuals.

PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a computer keyboard

Sitting for extended periods of time

Hearing and speaking to exchange information in person and on the telephone

Seeing to read various materials

Hearing and speaking to exchange information and make presentations

Alternatively, performance of all essential functions with a reasonable accommodation.

Complete application packets will be accepted until the position(s) is filled. Those received by September 27, 2023, are assured consideration. The District reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Important Dates (subject to change):

First review of applications: 10/02/2023

Tentative first interviews: 10/20/2023

Tentative Board Approval: 11/9/2023

Anticipated start date: 11/13/2023

Range/Step:

Range 12 (Management Salary Schedule)

Salary Range: $63,928 - $85,550/Yr. (Step 1 - 9)

Equal Employment Opportunity

The Yuba Community College District is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, Yuba Community College District will provide reasonable accommodation to qualified individuals. Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.

The Yuba Community College District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices.

Pre-employment Requirements

1. Education Code §87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he/she/they is free of active tuberculosis.

2. As a condition of employment, the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee’s responsibility.