Full job description and OFFICIAL application available ONLY at:http://220.127.116.11/counter.php?id=176127
Cabrillo College is seeking a highly motivated confidential-designated, Executive Assistant who provides executive-level administrative assistance to the Vice President of Instruction, and acts as a liaison between the Vice President and the President's Office, the Chancellor's Office, other divisions and students. This position is scheduled to begin April 1, 2020.
In addition, an Executive Assistant position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.
The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 45.13% are LatinX, 5.26% multi-ethnic, 2.64% Asian, 1.25% African-American, 0.79% Filipino, 0.30% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2018. At Cabrillo, 56.66% of students are students of color and 54.91% are economically disadvantaged. In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.
Cabrillo College has a tradition of collegial governance, and staff possess a long history of participatory governance in all levels of decision-making at the college. Cabrillo provides an excellent opportunity to learn, collaborate, create, and make a difference in the lives of its students and community.
Examples of Duties
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
• Provides clerical and administrative support to a Vice President; represents the Vice President and the division over the phone, in person and online; screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of matters; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online.
• Composes and/or types a variety of documents, policy manuals, presentations, spreadsheets and reports, often of a highly confidential and sensitive nature; proofreads and checks typed and other materials prepared by other divisional employees for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents routed for signature are accurate and complete; drafts and/or reviews materials for submission to the Governing Board and committees.
• Drafts for review, types and/or transcribes highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications; renders confidential assistance to other executives as necessary.
• Maintains Vice President, committee and divisional timelines, calendars, program plans and annual updates; prioritizes requests and facilitates the completion of action items, updates and the flow of information; maintains document tracking and revision history including approvals; archives retired materials.
• Attends meetings and provides administrative and logistical support for divisional leadership, committees and other groups including gathering background materials, sending invitations and planning meeting logistics; prepares, distributes and/or enters into BoardDocs agendas, notices and supporting documents; takes and transcribes meeting minutes; prepares, distributes and tracks follow-up items.
• Coordinates divisional administrative processes for hiring, tracking leave, time-off and evaluating faculty, staff, student and independent contractor positions; organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
• Assists in monitoring divisional and component budgets; creates purchase requisitions for district-wide and divisional contract payments; researches and assists with the management of grants, donations and other sources of funding; maintains and purchases inventory and supplies including office supplies, equipment and emergency supplies for students; assists with payroll tracking and review as needed.
• May provide input in selecting, training and providing day-to-day lead work guidance and coordination to other Classified staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Maintains and updates divisional web pages and online calendar.
• Represents the District and/or department on a variety of internal and external committees; develops partnerships and liaisons with community agencies, business/industry, local government, local high schools, other colleges and academic institutions.
• Provides backup for other divisional office administrative support staff.
• Performs related duties as assigned.
Starting Salary: *$4,313 to $4,755 per month; seven step schedule to $5,780 per month. Full-time assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required. Position scheduled to begin April 1, 2020, pending Governing Board ratification. Salary is subject to proration based on beginning date of assignment.
Cabrillo College is an equal opportunity employer
EDUCATION AND EXPERIENCE:
Graduation from an associate degree program, AND at least three (3) years of journey-level administrative support experience.
Please note: Additional experience may be substituted for the education on a year-for-year basis up to two (2) years.
Experience in an academic setting.
• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
• Advanced principles, practices and techniques used in customer service, public relations and community outreach.
• Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies.
• Basic research and analysis techniques.
• Provisions of the Brown Act and the Public Records Act.
• Bookkeeping and elementary accounting practices and procedures.
• Division and department goals, objectives, policies, procedures and practices applicable to area of assignment.
• District rules, policies and procedures applicable to departmental and division operations.
• District student records, payroll and general accounting systems operations, practices and procedures applicable to assignment.
• District policies, procedures and rules regarding budgeting, purchasing and expense reporting.
• Basic grants administration methods and practices.
• Applicable federal, state and local laws, rules and regulations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Safety policies and work practices applicable to the work being performed.
• Basic principles and practices of employee work guidance and direction.
• Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.
Skills and Abilities to:
• Manage multiple and rapidly changing priorities to meet the needs and expectations of the Vice President and other District executives, Governing Board members, state officials and other constituencies.
• Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Assess work problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
• Set priorities and exercise sound judgment within areas of responsibility.
• Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships.
• Represent the Vice President and District effectively in dealing with students, District leadership, community groups and elected officials.
• Uphold the District's mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:
A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
Internal Number: 90463
About Cabrillo College
Cabrillo College empowers students to be effective communicators, critical thinkers, and responsible world citizens. With a commitment to quality and equity, we connect all learners to pathways that propel them from where they are to where they aspire to be, including: academic, personal, and career growth.