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Executive Assistant to the Vice President of Human Resources
Job Description
Full Job Description
Executive Assistance to the Vice President of Human Resources
Priority Application Deadline: November 30, 2024. Position will remain open until filled.
REPRESENTATIVE DUTIES:
Under the direction of the Vice President of Human Resources, perform highly responsible, complex, and confidential administrative support work, exercising independent judgment in relieving the Vice President of administrative detail; interpret and explain procedures; implement processes to ensure the proper functioning and information flow of the office; process administrative matters not requiring the immediate attention of the Vice President. Serve as a confidential assistant. Key duties include:
- Preparation of the Human Resources and Campus Safety and Security budget and tracking status of budgets.
- Preparation and maintenance of district manuals for Human Resources.
- Preparation and input of journal entries.
- Preparation of items for Board action.
- Development and implementation of campus policies and procedures.
- Preparation and submission of reports.
- Establish positive working relationships and proactive communication with other departments.
- Provide general support and guidance on routine Human Resources inquiries.
- Organize, perform, and complete complex administrative support duties for the Vice President relieving the administrator of a variety of clerical, technical, and administrative duties; serve frequently as liaison between the Vice President and the public, staff, and other district or campus officials.
- Respond to inquiries and requests from faculty and students on a wide variety of program and issues requiring the application and interpretation of district/department policies, procedures, and program requirements. Research and resolve complaints and problems involving students, faculty, and the public.
- Assist the Vice President in developing schedules related to division activities and services; assemble information; verify accuracy; input or supervise the input of information into the computer. Update and maintain a variety of confidential files, resource materials, and records related to a specific area of assignment.
- Perform a variety of duties to assist the Vice President in meeting reporting requirements, functional responsibilities, and research objectives.
- Maintain a variety of calendars for the Vice President; coordinate committee and other meetings; review, update, and inform the Vice President and others of timelines to assure that timelines are met; prepare and distribute a variety of correspondence, memoranda, flyers, reports, forms, and other materials, including those of a confidential nature; attend meetings and prepare and distribute minutes.
- Independently research, compile, and analyze data for a variety of internal and external reports, order and maintain office supplies; make travel arrangements and prepare reimbursement requests; prepare special reports, grants, and contracts as necessary; gather and prepare budgeting and expenditure data; research and verify information and data and provide advice as appropriate.
- Monitor and track department expenditures as required.
- Perform complex administrative duties independently in support of one or more functional areas, departments, or administrators within established rules and regulations.
- Process contracts and/or agreements after Board approval and maintain master file of fully executed documents.
- Compose correspondence independently; communicate information in person or by telephone where judgment, common knowledge, and interpretation of policies and regulations are necessary.
- Remain current concerning problems, situations, and conditions of special interest to the Vice President; exercise independent judgment concerning matters requiring the Vice President's attention to assure timely action.
- Provide documentation and data as needed.
- Provide coordination of yearly audit processes along with documentation as needed.
- Provide support and coordination throughout the accreditation processes.
- Schedule and coordinate facilities-related activities.
- Organize and manage daily activities to ensure efficient operations in a professional comprehensive filing system.
- Answer questions and resolve problems requiring judgment, knowledge, and explanation of policies.
- Coordinate and facilitate special projects, facilities use, and events.
- Prepare statistical information for reports.
- Schedule appointments and meetings.
- Attend meetings, transcribe, and distribute minutes.
- Screen and route incoming correspondence and telephone calls and take action as appropriate.
- Perform related duties as assigned.
ABILITY TO:
- Maintain confidentiality in matters pertaining to the Vice President, the department, and the District.
- Analyze and resolve difficult and sensitive situations.
- Interpret and apply with good judgment college and department policies, laws, rules, and regulations.
- Exercise good judgment in recognizing scope of authority and exercising care in administrative detail.
- Reason logically drawing valid conclusions and make appropriate procedural recommendations.
- Compile information, compose correspondence and reports independently.
- Meet schedules and timelines.
- Work independently with discretion.
- Perform advanced-level functions with district standard software including complex formatting of documents, and maintain currency.
- Understand and follow oral and written directions.
- Make arithmetic calculations quickly and accurately.
MINIMUM QUALIFICATIONS
EDUCATION: Bachelor’s Degree or equivalent and two (2) years of increasingly responsible paraprofessional administrative experience OR Associate Degree or equivalent and five (5) years of increasingly responsible paraprofessional administrative experience, which includes assisting the public, performing complex administrative tasks, and experience working with Microsoft Office.
EXPERIENCE: Demonstrated proficiency in the Microsoft Office Programs (specifically Excel &
Word). Possess three (3) to five (5) years of administrative/clerical experience including supervisory experience. Possess knowledge of current office procedures and practices. Possess strong organizational skills and ability to work independently.
PERSONAL: Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students.
DESIRABLE QUALIFICATIONS
Experience working in higher education, preferably at the community college level.
Experience working with Banner.
Bilingual: Spanish/English
PHYSICAL REQUIREMENTS
- Ability to stand and circulate for extended periods of time.
- Ability to work at a desk, conference table ,or in meetings of various configurations.
- Ability to see for purposes of reading laws, codes, rules, policies, other printed materials, and observing students.
- Ability to hear and understand speech at normal levels.
- Ability to communicate so others will be able to clearly understand a normal conversation.
- Ability to reach in all directions.
- Ability to lift and carry 25 lbs.
Reasonable accommodations will be made for candidates with physical disabilities.
WORKING CONDITIONS
Assignments are typically 40 hours per week and 12 months per year. May require overtime or evening hours throughout the year. Work is generally performed indoors but may involve traveling to complete assignments or for research, workshops, training or meetings.
Reasonable accommodations will be made for candidates and employees with physical disabilities.
APPLICATION PROCESS:
- Cover letter describing how you match the minimum and desired qualifications.
- A current Resume
- Application completed via the Taft College website
- Related transcripts, unofficial acceptable
- Three professional references, including your two most current supervisors.
COMPENSATION and BENEFITS
The salary range for the position is a Range 10 on the Confidential Salary Schedule, with a range of $78,642.00 - $90,171.00 per year.
West Kern Community College District offers a comprehensive fringe benefits program that includes District paid medical, dental and vision coverage for all employees and their dependents, as well as a generous vacation plan. Employees are eligible for membership in either CalPERS retirement systems.
EQUAL EMPLOYMENT OPPORTUNITY
The West Kern Community College District is committed to the principles of equal employment opportunity. The District is dedicated to a policy of nondiscrimination and, as such, is an equal opportunity employer. Veterans, women, minorities and people with disabilities are encouraged to apply. This employer participates in E-Verify.
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