Napa Valley College
Executive Assistant to the ASVP
Napa Valley College, Napa, California, United States, 94559
Executive Assistant to the ASVP, Human Resources, Training and Development (On-Campus) PEN UNTIL FILLED Napa Valley College is seeking an individual with demonstrated administrative skills to join an outstanding team of faculty, staff, and administrators to provide high quality programs and services to our district, our community, and most importantly, our students.
The incumbent in this position will be providing advanced administrative support to the Assistant Superintendent/Vice President; performing technical/clerical functions of the office; performing with a high degree of independence, duties related to planning, organizing, and coordinating operations in the Office of Human Resources, Training and Development; and providing requested information regarding department procedures and functions. This is a confidential position.
This job reports to the Assistant Superintendent/Vice President, Human Resources, Training and Development.
This is a full-time, 12-months-per-year, confidential position. The salary has an appropriate placement on Range 8 of the current Administrative/Confidential salary schedule. Initial salary placement is $5,122/month to $5,648/month, with future steps up to $7,208/month. Placement on the salary schedule is commensurate with experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and retirement system membership. The assignment includes 20 paid holidays, 22 vacation days, and 12 days sick leave annually.
DUTIES AND RESPONSIBILITIES
Essential Functions:
Assists in the preparation of bargaining documents (e.g. distribution, agendas, taking negotiations minutes; meeting minutes, attendance tracking, archiving records, etc.) for the purpose of ensuring accuracy and confidentiality in support of negotiations and collective bargaining practices and guidelines.Communicates with internal staff, personnel, administration, board members, and external entities (e.g. employment, recruitment, hours of operation, etc.) for the purpose of providing information and assistance to ensure completion of inquiry/request in a timely manner.Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.) for the purpose of preparing reports and maintaining operations in accordance with administrative guidelines and ensuring timelines are met.Composes and prepares correspondence and materials independently (e.g. manuals, publications, handbooks, documents, presentations, agendas, materials for meetings, reports, memos, etc.) for the purpose of providing various complex documents for the district, state and federal agencies within established guidelines.Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate and complying with established financial practices.Participates in a variety of meetings, training, and workshops for the purpose of conveying and/or gathering information required to perform job functions.Performs a variety of complex administrative duties (e.g. organize and coordinate office activities, set-up for meetings, maintain calendars, track projects, develops agendas and materials for meetings, etc.) for the purpose of ensuring efficient and accurate operations of department functions and procedures.Performs highly complex, technical, and confidential tasks for the Vice President and other Executive Administrators (e.g. communication and correspondence such as court, legal, and investigation documents, personnel issues, labor issu s, etc.) for the purpose of ensuring the implementation and integrity of primary technical/confidential processes.Researches a wide variety of topics (e.g. policies, current practices, education codes, collective bargaining, etc.) for the purpose of providing information and recommendations to ensure outcomes reflect the appropriate policies and guidelines.Responds to inquiries from a variety of sources (e.g. applicants, staff, visitors, federal and state agencies, administrators, etc.) for the purpose of providing information or direction in accordance with policy and guidelines.Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, workshops, conferences, etc.) for the purpose of making necessary arrangements for assigned administrator.Serves as the initial contact for any complaints, including those related to discrimination and sexual harassment and completes related tasks (e.g. clarify the nature of the complaint, advise faculty and staff of the processes, document all contacts, prepare written records, schedule interviews, etc.) for the purpose of assisting in the resolution of faculty and staff complaints and grievances.Serves as the point of contact for the department (e.g. general reception duties such as answering the telephone, greeting visitors, etc.) for the purpose of conveying information regarding employment procedures.Supports the preparation of board action items (e.g. personal documents, Board Action items, notice of official action, etc.) for the purpose of ensuring transparency of personnel action in accordance with state regulatory guidelines.Trains temporary employees and student workers for the purpose of ensuring clerical functions are performed within guidelines.
Other Functions:
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
JOB REQUIREMENTS
Minimum Qualifications
Skills, Knowledge and Abilities:
SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying pertinent codes, rules and regulations; operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; following oral directions; communicating in order to synthesize and solve problems; professional writing capabilities; and organizing a variety of meetings and conferences.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; computer skills; concepts of spelling, grammar and punctuation; record keeping principles applicable to accounting; modern office practices, procedures, computer hardware and software; and human resources codes/laws/rules/regulations/policies.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Abili
The incumbent in this position will be providing advanced administrative support to the Assistant Superintendent/Vice President; performing technical/clerical functions of the office; performing with a high degree of independence, duties related to planning, organizing, and coordinating operations in the Office of Human Resources, Training and Development; and providing requested information regarding department procedures and functions. This is a confidential position.
This job reports to the Assistant Superintendent/Vice President, Human Resources, Training and Development.
This is a full-time, 12-months-per-year, confidential position. The salary has an appropriate placement on Range 8 of the current Administrative/Confidential salary schedule. Initial salary placement is $5,122/month to $5,648/month, with future steps up to $7,208/month. Placement on the salary schedule is commensurate with experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and retirement system membership. The assignment includes 20 paid holidays, 22 vacation days, and 12 days sick leave annually.
DUTIES AND RESPONSIBILITIES
Essential Functions:
Assists in the preparation of bargaining documents (e.g. distribution, agendas, taking negotiations minutes; meeting minutes, attendance tracking, archiving records, etc.) for the purpose of ensuring accuracy and confidentiality in support of negotiations and collective bargaining practices and guidelines.Communicates with internal staff, personnel, administration, board members, and external entities (e.g. employment, recruitment, hours of operation, etc.) for the purpose of providing information and assistance to ensure completion of inquiry/request in a timely manner.Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.) for the purpose of preparing reports and maintaining operations in accordance with administrative guidelines and ensuring timelines are met.Composes and prepares correspondence and materials independently (e.g. manuals, publications, handbooks, documents, presentations, agendas, materials for meetings, reports, memos, etc.) for the purpose of providing various complex documents for the district, state and federal agencies within established guidelines.Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate and complying with established financial practices.Participates in a variety of meetings, training, and workshops for the purpose of conveying and/or gathering information required to perform job functions.Performs a variety of complex administrative duties (e.g. organize and coordinate office activities, set-up for meetings, maintain calendars, track projects, develops agendas and materials for meetings, etc.) for the purpose of ensuring efficient and accurate operations of department functions and procedures.Performs highly complex, technical, and confidential tasks for the Vice President and other Executive Administrators (e.g. communication and correspondence such as court, legal, and investigation documents, personnel issues, labor issu s, etc.) for the purpose of ensuring the implementation and integrity of primary technical/confidential processes.Researches a wide variety of topics (e.g. policies, current practices, education codes, collective bargaining, etc.) for the purpose of providing information and recommendations to ensure outcomes reflect the appropriate policies and guidelines.Responds to inquiries from a variety of sources (e.g. applicants, staff, visitors, federal and state agencies, administrators, etc.) for the purpose of providing information or direction in accordance with policy and guidelines.Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, workshops, conferences, etc.) for the purpose of making necessary arrangements for assigned administrator.Serves as the initial contact for any complaints, including those related to discrimination and sexual harassment and completes related tasks (e.g. clarify the nature of the complaint, advise faculty and staff of the processes, document all contacts, prepare written records, schedule interviews, etc.) for the purpose of assisting in the resolution of faculty and staff complaints and grievances.Serves as the point of contact for the department (e.g. general reception duties such as answering the telephone, greeting visitors, etc.) for the purpose of conveying information regarding employment procedures.Supports the preparation of board action items (e.g. personal documents, Board Action items, notice of official action, etc.) for the purpose of ensuring transparency of personnel action in accordance with state regulatory guidelines.Trains temporary employees and student workers for the purpose of ensuring clerical functions are performed within guidelines.
Other Functions:
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
JOB REQUIREMENTS
Minimum Qualifications
Skills, Knowledge and Abilities:
SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying pertinent codes, rules and regulations; operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; following oral directions; communicating in order to synthesize and solve problems; professional writing capabilities; and organizing a variety of meetings and conferences.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; computer skills; concepts of spelling, grammar and punctuation; record keeping principles applicable to accounting; modern office practices, procedures, computer hardware and software; and human resources codes/laws/rules/regulations/policies.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Abili