Executive Assistant to the Board of Trustees and the Chancellor Job at Yuba Community College District
Location: Sutter County Center - Yuba City, CA
Job Description:
BASIC FUNCTION: Serves as the confidential executive assistant to the Chancellor, relieving the Chancellor of a wide and complex variety of administrative details; including all matters pertaining to the needs of the members of the Board of Trustees.
DISTINGUISHING CHARACTERISTICS : The Executive Assistant to the Chancellor and Board of Trustees assists in providing support for the overall leadership of the educational programs of the District and contributing to the effective management of the District; provides District related services to the Board of Trustees; assists in the maintenance of the positive image of the College District throughout the communities it serves; acts as mentor to the Student Trustee.
Essential Duties Summary: REPRESENTATIVE DUTIES:
Compile agenda material for Board of Trustees meetings; responsible for adequate coverage for board meetings, including taking notes of business transacted and transcribing minutes for review and editing of the Chancellor.
Prepare drafts of agenda and recommendations requiring action by the Board of Trustees; work with Executive Staff to ensure that pertinent information and background materials are submitted to the Chancellor with required deadlines for distribution to board members; coordinate preparation of Board agendas; review and analyze Board items for accuracy; prepare final agenda and recommendations; prepare correspondence and maintain files on varied and confidential matters, including official actions of the board.
Relieve the Chancellor of considerable administrative detail. Attend to administrative detail on special matters assigned by the Chancellor; take dictation; compose correspondence on own initiative on matters not requiring personal responses of the Chancellor; receive and arrange calls and provide requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.
Interview office visitors and provide desired information; interpret district policies and procedures; receive complaints and refer to appropriate administrator.
Oversee travel and meeting arrangements for members of the board.
Assemble statistical data and information for reports.
Coordinate and prioritize workflow to support the Board and Chancellor; provide leadership to coordinate the work of support staff; perform a variety of related support tasks for the Chancellor as necessary.
Work directly with Boards legal counsel on issues concerning and/or involving the Board of Trustees and Chancellor.
Serve as liaison between the Chancellor and Board of Trustees, and the Trustee constituents, as appropriate; interface with local elected officials; maintain communication with local, state and federal offices of legislators, CCC Chancellors Office, legal services and other agencies.
Take and transcribe exacting dictation; attend a variety of meetings, including Board of Trustee meetings, and record proceedings in a prescribed manner.
Prepare comprehensive official minutes requiring thorough knowledge of Board policies, administrative procedures, rules, and regulations.
Provide follow-up actions taken at Board meetings; maintain official records of Board meetings and minutes; maintains confidentiality of matters under the jurisdiction of the Board of Trustees.
Prepare and coordinate the gathering of information and prepare response to Public Records Act requests.
Maintain the electronic database of District Board policies; coordinate and monitor the five-year revision cycle, as well as annual updates; provided accurate pertinent information regarding Board policies, administrative procedures, rules, regulations and laws.
Keep Chancellor informed of situations that could lead to litigation or liability.
Provide assistance to Trustees, including coordination of conference and travel arrangements, research of policy questions, and coordination of Board requests and activities.
Schedule meetings, appointments, community presentations, and inter-agency engagements for members of the Board of Trustees.
Screen and route incoming correspondence to the Board of Trustees, and follow-up to assure prompt response or action.
Remain current concerning problems, situations, and conditions of special interest to the Board of Trustees and Chancellor; including, legislative bills pertinent to California Community Colleges.
Exercise independent judgment concerning matters requiring the Chancellors attention to assure timely action.
Independently compose and prepare responses to correspondence and other inquiries as appropriate, under the direction of the Chancellor for signature.
Conduct research of problems and situations, consulting with involved academic employees and classified staff, investigating policies and procedures, and gathering background materials; prepare reports of research for the Chancellor.
Research records and obtain information for other offices and agencies as necessary to perform assigned duties as directed.
Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Chancellor in personal and telephone contacts and meetings.
Coordinate and conduct a variety of special projects and events as assigned.
Serve as the Filing Official and Filing Officer for the Yuba Community College District regarding the notifications, distribution, interpretation, monitoring, and review of the Statements of Economic Interests of designated employees as required by the California Fair Political Practices Commission.
Assure the District is in compliance with the Brown Act.
Assist in the preparation of and monitor the Governing Boards budget.
Maintain office records, files, and library.
Perform other related duties as assigned.
KNOWLEDGE AND ABILITIES: KNOWLEDGE OF:
Land use and TORT claims
District organization, operations, policies, and objectives
Applicable sections of the State Education Code, The Brown Act, and other applicable laws
Interpersonal skills using tact, patience, and courtesy
Modern office practices, procedures, and equipment
Operation of business machines including computer equipment and specified software
Basic budgeting practices, monitoring, and control
Correct English usage, grammar, spelling, punctuation, and vocabulary
Telephone techniques and etiquette
Office management techniques
Oral and written communication skills
Principles of training and providing work direction
Technical aspects of field of specialty
ABILITY TO:
Communicate with local, state and federal offices of legislators, CCC Chancellors Office, legal services and other agencies
Research legislation and Education Code
Take and transcribe dictation and minutes of meetings accurately at 80 words per minute
Type/keyboard at 60 words per minute (net) from clear copy
Operation of office machines including computer using specified software
Perform secretarial and administrative support duties to relieve the Chancellor of routine detail
Read, interpret, apply, and explain rules, regulations, policies and procedures
Understand and follow oral and written directions
Assemble, organize, and prepare data for records and reports
Work confidentially with discretion
Learn District organizations, operations, policies, and objectives, as well as specific rules and precedents of the office
Analyze situations accurately and exercise judgment in taking effective action
Maintain accurate records, files, and prepare reports
Establish and maintain cooperative and effective working relationships with others
Work independently with minimum of direction
Communicate effectively both orally and in writing
Complete work with many interruptions
Meet schedules and timelines
Required Qualifications: EDUCATION AND EXPERIENCE REQUIREMENTS:
Any combination equivalent to: an Associates Degree in Business or related field, and five years of increasingly responsible secretarial and office administration experience. Experience in educational setting preferred, but not required.
Desired/Preferred Qualifications:
Physical Demands:
ENVIRONMENT
Administrative office environment; involves frequent contact with community agencies throughout the college district (e.g. city and county offices, schools and college district offices, legislative offices).
PHYSICAL ABILITIES :
Operate a computer keyboard.
Exchange information in person or on the telephone and operate transcription machine for dictation.
Monitor accuracy of information.
Sitting for extended periods of time.
Range/Step: Range 15, Management Salary Schedule
Salary Range: $62,293 - $71,928/YR. (Step 1 - 5)
Benefits Information:
BENEFITS/SALARY: The District offers a comprehensive benefit package for employees and dependents, for positions whose FTE is .60 or higher, valued at over $24,273 annually with currently no out of pocket expenses to employees or dependents for medical premiums. The package includes health, dental, vision, two (2) life insurance policies and an Employee Assistance program. Additional benefits include contributions to the Public Employees Retirement System (PERS) which is integrated with Social Security OR the State Teachers Retirement System (STRS), 457/403b options, 22 vacation days, 3 Administrative days, 3 Non-duty days, 2 Floating Holidays, 12 sick days and 20 holidays.
FOREIGN TRANSCRIPTS: Include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.
EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.
PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.
WORKING CONDITIONS: In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District. Woodland Community College is a tobacco free campus.
WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.
INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.*
Posting Number: AS628P
Open Date: 10/24/2022
Close Date:
Review Start Date: 11/25/2022
Open Until Filled: No
Special Instructions to Applicants:
APPLICATION PROCEDURE AND DEADLINE : To apply, please visit: https://yccd.peopleadmin.com and complete an online management application Please provide description and details for each position held. See resume or left blank will automatically disqualify your application. Please include the following required document(s): Equal Employment Opportunity Statement (attached in a Word document). A Cover letter/letter of interest, resume, and un-official transcripts. For questions about Yuba Community College Districts application process, please contact the Office of Human Resources at (530) 741-8765.
To apply, visit https://yccd.peopleadmin.com/postings/3178
EEO Statement As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.
jeid-651e21d4df91de4eb28ad876b89b09f6
Please Note :
www.bankofmontserrat.ms is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.bankofmontserrat.ms provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
Job Description:
BASIC FUNCTION: Serves as the confidential executive assistant to the Chancellor, relieving the Chancellor of a wide and complex variety of administrative details; including all matters pertaining to the needs of the members of the Board of Trustees.
DISTINGUISHING CHARACTERISTICS : The Executive Assistant to the Chancellor and Board of Trustees assists in providing support for the overall leadership of the educational programs of the District and contributing to the effective management of the District; provides District related services to the Board of Trustees; assists in the maintenance of the positive image of the College District throughout the communities it serves; acts as mentor to the Student Trustee.
Essential Duties Summary: REPRESENTATIVE DUTIES:
Compile agenda material for Board of Trustees meetings; responsible for adequate coverage for board meetings, including taking notes of business transacted and transcribing minutes for review and editing of the Chancellor.
Prepare drafts of agenda and recommendations requiring action by the Board of Trustees; work with Executive Staff to ensure that pertinent information and background materials are submitted to the Chancellor with required deadlines for distribution to board members; coordinate preparation of Board agendas; review and analyze Board items for accuracy; prepare final agenda and recommendations; prepare correspondence and maintain files on varied and confidential matters, including official actions of the board.
Relieve the Chancellor of considerable administrative detail. Attend to administrative detail on special matters assigned by the Chancellor; take dictation; compose correspondence on own initiative on matters not requiring personal responses of the Chancellor; receive and arrange calls and provide requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.
Interview office visitors and provide desired information; interpret district policies and procedures; receive complaints and refer to appropriate administrator.
Oversee travel and meeting arrangements for members of the board.
Assemble statistical data and information for reports.
Coordinate and prioritize workflow to support the Board and Chancellor; provide leadership to coordinate the work of support staff; perform a variety of related support tasks for the Chancellor as necessary.
Work directly with Boards legal counsel on issues concerning and/or involving the Board of Trustees and Chancellor.
Serve as liaison between the Chancellor and Board of Trustees, and the Trustee constituents, as appropriate; interface with local elected officials; maintain communication with local, state and federal offices of legislators, CCC Chancellors Office, legal services and other agencies.
Take and transcribe exacting dictation; attend a variety of meetings, including Board of Trustee meetings, and record proceedings in a prescribed manner.
Prepare comprehensive official minutes requiring thorough knowledge of Board policies, administrative procedures, rules, and regulations.
Provide follow-up actions taken at Board meetings; maintain official records of Board meetings and minutes; maintains confidentiality of matters under the jurisdiction of the Board of Trustees.
Prepare and coordinate the gathering of information and prepare response to Public Records Act requests.
Maintain the electronic database of District Board policies; coordinate and monitor the five-year revision cycle, as well as annual updates; provided accurate pertinent information regarding Board policies, administrative procedures, rules, regulations and laws.
Keep Chancellor informed of situations that could lead to litigation or liability.
Provide assistance to Trustees, including coordination of conference and travel arrangements, research of policy questions, and coordination of Board requests and activities.
Schedule meetings, appointments, community presentations, and inter-agency engagements for members of the Board of Trustees.
Screen and route incoming correspondence to the Board of Trustees, and follow-up to assure prompt response or action.
Remain current concerning problems, situations, and conditions of special interest to the Board of Trustees and Chancellor; including, legislative bills pertinent to California Community Colleges.
Exercise independent judgment concerning matters requiring the Chancellors attention to assure timely action.
Independently compose and prepare responses to correspondence and other inquiries as appropriate, under the direction of the Chancellor for signature.
Conduct research of problems and situations, consulting with involved academic employees and classified staff, investigating policies and procedures, and gathering background materials; prepare reports of research for the Chancellor.
Research records and obtain information for other offices and agencies as necessary to perform assigned duties as directed.
Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Chancellor in personal and telephone contacts and meetings.
Coordinate and conduct a variety of special projects and events as assigned.
Serve as the Filing Official and Filing Officer for the Yuba Community College District regarding the notifications, distribution, interpretation, monitoring, and review of the Statements of Economic Interests of designated employees as required by the California Fair Political Practices Commission.
Assure the District is in compliance with the Brown Act.
Assist in the preparation of and monitor the Governing Boards budget.
Maintain office records, files, and library.
Perform other related duties as assigned.
KNOWLEDGE AND ABILITIES: KNOWLEDGE OF:
Land use and TORT claims
District organization, operations, policies, and objectives
Applicable sections of the State Education Code, The Brown Act, and other applicable laws
Interpersonal skills using tact, patience, and courtesy
Modern office practices, procedures, and equipment
Operation of business machines including computer equipment and specified software
Basic budgeting practices, monitoring, and control
Correct English usage, grammar, spelling, punctuation, and vocabulary
Telephone techniques and etiquette
Office management techniques
Oral and written communication skills
Principles of training and providing work direction
Technical aspects of field of specialty
ABILITY TO:
Communicate with local, state and federal offices of legislators, CCC Chancellors Office, legal services and other agencies
Research legislation and Education Code
Take and transcribe dictation and minutes of meetings accurately at 80 words per minute
Type/keyboard at 60 words per minute (net) from clear copy
Operation of office machines including computer using specified software
Perform secretarial and administrative support duties to relieve the Chancellor of routine detail
Read, interpret, apply, and explain rules, regulations, policies and procedures
Understand and follow oral and written directions
Assemble, organize, and prepare data for records and reports
Work confidentially with discretion
Learn District organizations, operations, policies, and objectives, as well as specific rules and precedents of the office
Analyze situations accurately and exercise judgment in taking effective action
Maintain accurate records, files, and prepare reports
Establish and maintain cooperative and effective working relationships with others
Work independently with minimum of direction
Communicate effectively both orally and in writing
Complete work with many interruptions
Meet schedules and timelines
Required Qualifications: EDUCATION AND EXPERIENCE REQUIREMENTS:
Any combination equivalent to: an Associates Degree in Business or related field, and five years of increasingly responsible secretarial and office administration experience. Experience in educational setting preferred, but not required.
Desired/Preferred Qualifications:
Physical Demands:
ENVIRONMENT
Administrative office environment; involves frequent contact with community agencies throughout the college district (e.g. city and county offices, schools and college district offices, legislative offices).
PHYSICAL ABILITIES :
Operate a computer keyboard.
Exchange information in person or on the telephone and operate transcription machine for dictation.
Monitor accuracy of information.
Sitting for extended periods of time.
Range/Step: Range 15, Management Salary Schedule
Salary Range: $62,293 - $71,928/YR. (Step 1 - 5)
Benefits Information:
BENEFITS/SALARY: The District offers a comprehensive benefit package for employees and dependents, for positions whose FTE is .60 or higher, valued at over $24,273 annually with currently no out of pocket expenses to employees or dependents for medical premiums. The package includes health, dental, vision, two (2) life insurance policies and an Employee Assistance program. Additional benefits include contributions to the Public Employees Retirement System (PERS) which is integrated with Social Security OR the State Teachers Retirement System (STRS), 457/403b options, 22 vacation days, 3 Administrative days, 3 Non-duty days, 2 Floating Holidays, 12 sick days and 20 holidays.
FOREIGN TRANSCRIPTS: Include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.
EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.
PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.
WORKING CONDITIONS: In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District. Woodland Community College is a tobacco free campus.
WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.
INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.*
Posting Number: AS628P
Open Date: 10/24/2022
Close Date:
Review Start Date: 11/25/2022
Open Until Filled: No
Special Instructions to Applicants:
APPLICATION PROCEDURE AND DEADLINE : To apply, please visit: https://yccd.peopleadmin.com and complete an online management application Please provide description and details for each position held. See resume or left blank will automatically disqualify your application. Please include the following required document(s): Equal Employment Opportunity Statement (attached in a Word document). A Cover letter/letter of interest, resume, and un-official transcripts. For questions about Yuba Community College Districts application process, please contact the Office of Human Resources at (530) 741-8765.
To apply, visit https://yccd.peopleadmin.com/postings/3178
EEO Statement As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.
jeid-651e21d4df91de4eb28ad876b89b09f6
Please Note :
www.bankofmontserrat.ms is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.bankofmontserrat.ms provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.