Cuesta College
Executive Assistant, Superintendent/President, Board of Trustees
Cuesta College, San Luis Obispo, California, us, 93403
Cuesta College
Salary:
$82,800.00 - $91,284.00 AnnuallyJob Type:
Full TimeJob Number:
FY2425-00068Location:
San Luis Obispo Campus, CADepartment:
Presidents OfficeClosing:
10/20/2024 11:59 PM Pacific
Job Description Summary
This position is based at the San Luis Obispo Campus, with occasional district travel and evening hours. The anticipated start date is January 2025.
DEFINITION
Under direction of the Superintendent/President, the Executive Assistants perform a wide variety of complex and responsible duties for the Superintendent/President and Board of Trustees; relieve the Superintendent/President of administrative and procedural details including oversight of the day-to-day operations of the office; and perform other related duties as required.
ESSENTIAL FUNCTIONS
Serve as confidential assistant to the Superintendent/President and Board of Trustees;Organize, plan, and oversee the day-to-day operations of the Office of the Superintendent/President under the general direction of and on behalf of the Superintendent/President;Provide administrative support to the Board of Trustees on board-related matters; coordinate and schedule various appointments, meetings, and special events; make travel arrangements for conferences; and provide information/assistance as requested;Plan, coordinate, and attend Board of Trustee meetings; prepare and post board agendas; receive and review agenda items/materials to ensure items are completed properly and timely in accordance with established procedures and standards; take and prepare minutes of proceedings; and complete board meeting follow-up items;Prepare Board of Trustee agenda items related to board policies and administrative procedures and other agenda items related to and for the Office of the Superintendent/President;Prepare communication bulletins and calendar of college activities for distribution to the Board of Trustees;Assist in preparing correspondence and communications concerning college activities; and edit letters, reports, and any publications related to the Office of the Superintendent/President;Assist in developing, reviewing, and revising board policies and administrative procedures; prepare proposals and oversee vetting of board policies and administrative procedures through the governance and board approval process; and monitor, track, maintain records, and publish board policies and administrative procedures;Initiate and exercise independent judgment in the application and follow through of administrative decisions;Maintain confidentiality of privileged and sensitive information related to employer/employee relations and other District actions;Coordinate and manage the Superintendent/President's schedule; and screen calls and visitors;Assist in the development of the Superintendent/President and Board of Trustee budgets; maintain and monitor budgets to ensure accounts are accurate and expenditures are within established limits; and advise on impacts of changes in budgeting and funding;Accurately communicate District policies and procedures to the public, administrators, faculty, and staff;Oversee the maintenance of filing systems of general files, archived files, and historical records of the Office of the Superintendent/President, Board of Trustees, and the District;Provide direct assistance to the Superintendent/President and Board of Trustees in the preparation of appropriate documents, reports, memos, letters, and other pertinent material for meetings and in response to inquiries from various internal and external individuals or groups relating to the College's/District's operations and programs;Provide administrative support for President's Cabinet and other committees and groups as assigned; and prepare and distribute agendas, background materials, and minutes as appropriate;Prepare the Superintendent/President's unit/cluster plan;Respond to and resolve inquiries and complaints; exercise judgment in policy explanations; and refer inquiries and complaints to appropriate staff (as necessary);Serve in a confidential (non-represented) capacity regarding employer-employee relations. Take meeting minutes, refine, and distribute minutes in a timely manner. Revise and update union contracts, produce memorandums of understanding, and tentative agreements. Access confidential information that is used to contribute significantly to the development of management positions;Assist the Assistant Superintendent/Vice President, Human Resources in various confidential tasks;Track relevant legislative proposals;Draft for review highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications;May train and oversee the work of assistants;Receive, coordinate, monitor, and respond to requests made under the Freedom of Information Act (FOIA) and/or the California Public Records Act (CPRA);Coordinate a variety of activities and pertinent documentation related to the board of trustee election activities; and serve as the liaison between the District and the County Office of Education, the County Clerk's Office, and the Monterey Registrar of Voters regarding board of trustee elections;Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of staff and students;Establish and maintain effective and responsible working relationships with members of the faculty, staff, public, Board of Trustees, students, and county and state officials;Serve as the Filing Officer for specific requirements under the Fair Political Practices Act and service and maintain the District's Conflict of Interest Code;Serve as the web content manager for the Superintendent/President's Office, the Board of Trustees, and other webpages as directed;Assist in organizing campus events, receptions, meetings, and special functions hosted by the Office of the Superintendent/President, ensuring all logistical details are managed effectively.
QUALIFICATIONS
Education and Experience
Required
Associate's degree and six years of related experience or Bachelor's degree with two years of related experience; Education may be substituted for experience on the basis of one year of education for two years of experience.
Knowledge of:District organization, programs, policies, procedures, rules, pertinent Federal, State and local laws, codes, and regulations; Modern office procedures, methods and practices; Principles of and the ability to write letters and reports; Professional, effective techniques in dealing with the public in person and on the telephone, including tactics to diffuse an escalating situation; Techniques of and the ability to write business letters and reports; Modern office equipment, computer equipment, and current software programs including but not limited to word processing, spreadsheet, and data base programs; Internet usage for uploading and downloading business related documents/forms, web site maintenance;
Correct English usage:
grammar, spelling, vocabulary, punctuation, and proofreading; Supervisory techniques.
Ability to:See for the purpose of reading laws and codes, rules and policies and other printed matter; Interact professionally with the community, donors, Board Members, students, faculty, staff and administration and county and state officials at all times; Understand and carry out oral and written directions; Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.
Physical Ability to:Read and comprehend printed matter and text and data on computer monitors; Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email; Sit or stand for extended periods of time; Lift and/or carry 25 pounds; Exert manual dexterity sufficient for keyboard and other office equipment operation; and Ability to multi-task, producing excellent quality work;
License and Certificates:Valid driver's license and eligible to obtain California driver's license upon hire.
REQUIRED DOCUMENTS TO APPLYCandidates will be required to submit ALL of the required documents below when applying for this position. When uploading documents, PDF uploads are preferred.
Cover letter;Reference List (see further instructions below);Unofficial transcripts.
Reference List Instructions:
Your reference list must include five (5) professional references, their contact information, and their relationship to you.
Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.#J-18808-Ljbffr
Salary:
$82,800.00 - $91,284.00 AnnuallyJob Type:
Full TimeJob Number:
FY2425-00068Location:
San Luis Obispo Campus, CADepartment:
Presidents OfficeClosing:
10/20/2024 11:59 PM Pacific
Job Description Summary
This position is based at the San Luis Obispo Campus, with occasional district travel and evening hours. The anticipated start date is January 2025.
DEFINITION
Under direction of the Superintendent/President, the Executive Assistants perform a wide variety of complex and responsible duties for the Superintendent/President and Board of Trustees; relieve the Superintendent/President of administrative and procedural details including oversight of the day-to-day operations of the office; and perform other related duties as required.
ESSENTIAL FUNCTIONS
Serve as confidential assistant to the Superintendent/President and Board of Trustees;Organize, plan, and oversee the day-to-day operations of the Office of the Superintendent/President under the general direction of and on behalf of the Superintendent/President;Provide administrative support to the Board of Trustees on board-related matters; coordinate and schedule various appointments, meetings, and special events; make travel arrangements for conferences; and provide information/assistance as requested;Plan, coordinate, and attend Board of Trustee meetings; prepare and post board agendas; receive and review agenda items/materials to ensure items are completed properly and timely in accordance with established procedures and standards; take and prepare minutes of proceedings; and complete board meeting follow-up items;Prepare Board of Trustee agenda items related to board policies and administrative procedures and other agenda items related to and for the Office of the Superintendent/President;Prepare communication bulletins and calendar of college activities for distribution to the Board of Trustees;Assist in preparing correspondence and communications concerning college activities; and edit letters, reports, and any publications related to the Office of the Superintendent/President;Assist in developing, reviewing, and revising board policies and administrative procedures; prepare proposals and oversee vetting of board policies and administrative procedures through the governance and board approval process; and monitor, track, maintain records, and publish board policies and administrative procedures;Initiate and exercise independent judgment in the application and follow through of administrative decisions;Maintain confidentiality of privileged and sensitive information related to employer/employee relations and other District actions;Coordinate and manage the Superintendent/President's schedule; and screen calls and visitors;Assist in the development of the Superintendent/President and Board of Trustee budgets; maintain and monitor budgets to ensure accounts are accurate and expenditures are within established limits; and advise on impacts of changes in budgeting and funding;Accurately communicate District policies and procedures to the public, administrators, faculty, and staff;Oversee the maintenance of filing systems of general files, archived files, and historical records of the Office of the Superintendent/President, Board of Trustees, and the District;Provide direct assistance to the Superintendent/President and Board of Trustees in the preparation of appropriate documents, reports, memos, letters, and other pertinent material for meetings and in response to inquiries from various internal and external individuals or groups relating to the College's/District's operations and programs;Provide administrative support for President's Cabinet and other committees and groups as assigned; and prepare and distribute agendas, background materials, and minutes as appropriate;Prepare the Superintendent/President's unit/cluster plan;Respond to and resolve inquiries and complaints; exercise judgment in policy explanations; and refer inquiries and complaints to appropriate staff (as necessary);Serve in a confidential (non-represented) capacity regarding employer-employee relations. Take meeting minutes, refine, and distribute minutes in a timely manner. Revise and update union contracts, produce memorandums of understanding, and tentative agreements. Access confidential information that is used to contribute significantly to the development of management positions;Assist the Assistant Superintendent/Vice President, Human Resources in various confidential tasks;Track relevant legislative proposals;Draft for review highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications;May train and oversee the work of assistants;Receive, coordinate, monitor, and respond to requests made under the Freedom of Information Act (FOIA) and/or the California Public Records Act (CPRA);Coordinate a variety of activities and pertinent documentation related to the board of trustee election activities; and serve as the liaison between the District and the County Office of Education, the County Clerk's Office, and the Monterey Registrar of Voters regarding board of trustee elections;Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of staff and students;Establish and maintain effective and responsible working relationships with members of the faculty, staff, public, Board of Trustees, students, and county and state officials;Serve as the Filing Officer for specific requirements under the Fair Political Practices Act and service and maintain the District's Conflict of Interest Code;Serve as the web content manager for the Superintendent/President's Office, the Board of Trustees, and other webpages as directed;Assist in organizing campus events, receptions, meetings, and special functions hosted by the Office of the Superintendent/President, ensuring all logistical details are managed effectively.
QUALIFICATIONS
Education and Experience
Required
Associate's degree and six years of related experience or Bachelor's degree with two years of related experience; Education may be substituted for experience on the basis of one year of education for two years of experience.
Knowledge of:District organization, programs, policies, procedures, rules, pertinent Federal, State and local laws, codes, and regulations; Modern office procedures, methods and practices; Principles of and the ability to write letters and reports; Professional, effective techniques in dealing with the public in person and on the telephone, including tactics to diffuse an escalating situation; Techniques of and the ability to write business letters and reports; Modern office equipment, computer equipment, and current software programs including but not limited to word processing, spreadsheet, and data base programs; Internet usage for uploading and downloading business related documents/forms, web site maintenance;
Correct English usage:
grammar, spelling, vocabulary, punctuation, and proofreading; Supervisory techniques.
Ability to:See for the purpose of reading laws and codes, rules and policies and other printed matter; Interact professionally with the community, donors, Board Members, students, faculty, staff and administration and county and state officials at all times; Understand and carry out oral and written directions; Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.
Physical Ability to:Read and comprehend printed matter and text and data on computer monitors; Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email; Sit or stand for extended periods of time; Lift and/or carry 25 pounds; Exert manual dexterity sufficient for keyboard and other office equipment operation; and Ability to multi-task, producing excellent quality work;
License and Certificates:Valid driver's license and eligible to obtain California driver's license upon hire.
REQUIRED DOCUMENTS TO APPLYCandidates will be required to submit ALL of the required documents below when applying for this position. When uploading documents, PDF uploads are preferred.
Cover letter;Reference List (see further instructions below);Unofficial transcripts.
Reference List Instructions:
Your reference list must include five (5) professional references, their contact information, and their relationship to you.
Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.#J-18808-Ljbffr