Executive Assistant To The Assistant Superintendent/Vice President, Academic Affairs

Napa Valley College is seeking an Executive Assistant tothe Assistant Superintendent/Vice President, Academic Affairs.  The Office of Academic Affairs oversees and provides a wide range of support for a variety of areas including academic divisions and departments, curriculum development, class scheduling and catalogs, career education, community education, and online education.  The incumbent in this position will be providing advanced administrative duties in support of the Office of Academic Affairs; performing with a high degree of independence, duties related to planning, organizing, and coordinating operations in the Office of Academic affairs; researching, analyzing and reporting on items related to policies, procedures, contract negotiations, and evaluations; and providing information and resolving problems for instructional administrators, faculty, and staff.

 

This job reports to Assistant Superintendent/Vice President, Academic Affairs

 

This is a full-time, 12-months-per-year, confidential position.   The salary has an appropriate placement at range 8 of the current Administrative/Confidential Salary Schedule. The starting salary range is $4,949 to $5,457/month, with future steps up to $6,964/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.  Assignment includes 20 paid holidays, 22 vacation days, and 12 days sick leave annually.  

DUTIES AND RESPONSIBILITIES

Essential Functions:

Assesses systems and operations in the Office of Academic Affairs on a regular basis and implements improvements for the purpose of achieving goals and efficiency.

Assists in the compilation, preparation and maintenance of complex budgets, (e.g. monitoring expenditures, approving expenditures, calculating and submitting timesheets, etc.) for the purpose of responding to inquiries about financial issues and ensuring operating expenses are managed within budgetary guidelines.

Composes and prepares correspondence and written materials independently (e.g. manuals, publications, handbooks, documents, presentations, reports for constituent groups, etc.) for the purpose of ensuring current and historical information is available and maintained on the instructional webpage(s) within established guidelines.

Coordinates and ensures accurate and timely communications to instructional administrators, faculty, staff, members of the community and various constituent groups on behalf of the Assistant Superintendent/Vice President of Academic Affairs for the purpose of serving as the primary channel of communication.

Coordinates evaluation of faculty and staff in the instructional area (e.g. facilitates collection and compilation of evaluation materials as directed by the Assistant Superintendent/Vice President, prepares reports, etc.) for the purpose of ensuring evaluation activities are performed in accordance with established procedures and timelines.

Coordinates meetings for the Assistant Superintendent/Vice President and staff (e.g. creating agendas, recording minutes, ensuring relevant materials for meetings are prepared and distributed in advance of meeting times, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of attendees.

Develops and maintains electronic and physical files and documents (e.g. forms and applications, complex records of a confidential nature, information regarding Board and District personnel and students, personnel and payroll documents, facilities and maintenance requests, etc.) for the purpose of ensuring the integrity of documentation and processes on the network drive for the Office of Academic Affairs.

Evaluates and applies emerging technologies and advances as necessary (e.g. ensures MIS data submissions are accurate and timely, researches and resolves errors prior to submission, develops and maintains webpage(s) for the instructional area, trains and directs other staff as needed to ensure that information on website for assigned area is accurate and in compliance with college standards, etc.) for the purpose of performing duties in an efficient, organized and timely manner in compliance with established guidelines.

Monitors the organization of the Program Review process for department/divisions within the instructional area, actively engaging in the accreditation self-study process (e.g. compilation of evidence, writing components of the self-evaluation review, etc.) for the purpose of ensuring implementation of institutional effectiveness.

Organizes and prepares materials for inclusion in meetings of the governing Board (e.g. coordinates with President's office to ensure that all reference documents and materials are available to board members, etc.) for the purpose of providing support and timely processing of information.

Oversees ordering of supplies and equipment (e.g. prepares purchase requisitions, tracks orders, etc.) for the purpose of ensuring delivery and payment are completed and operating expenses are within budgetary guidelines.

Processes various administrative requests (e.g. grade changes, travel arrangements, conference reservations, leave requests, facilities and maintenance requests, etc.) for the purpose of disseminating

information to the Assistant Superintendent/Vice President, faculty and staff as needed in compliance with administrative guidelines and regulatory requirements.

Provides support on matters related to negotiations (e.g. researches and prepares information related to the development of collective bargaining proposals, provides input to the District Negotiations Team regarding implementation of bargaining proposals, records minutes of negotiations session as needed; maintains confidentiality of all matters related to negotiations and contract administration, maintains confidentiality on personnel issues, etc.) for the purpose of documenting proceedings and ensuring accuracy.

Responds to a variety of inquiries from internal and external parties (e.g. staff, students, faculty, board members, public agencies, etc.) for the purpose of reviewing inquiries, complaints and concerns and providing information or direction for their resolution in accordance with policies and guidelines.

Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, staff office assignments, etc.) for the purpose of making necessary arrangements to meet specifications.

Supports assigned administrative personnel by a variety of methods (e.g. transcribing, scheduling, preparing agendas, receiving and routing complaints, screening calls and directing to appropriate personnel, etc.) for the purpose of providing assistance with functions and responsibilities.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

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: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; office practices and procedures; knowledge of Assigned Administrator's role and responsibilities; and departmental/ division policies, procedures and regulations.

ABILITY is required to schedule a number of 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; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; working with frequent interruptions; organization; problem solving; and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to significantly impact the organization's services.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 20% walking, and 10% standing.  This job is performed in a generally clean and healthy environment.

Experience:

Job related experience is required.

Associate's degree in job-related area.

Criminal Background Clearance

Tuberculosis Clearance

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

Desirable Qualifications 

Experience supporting a high-level executive

Demonstrated experience with promoting process improvements

Proficient in the use of Microsoft Office programs (Outlook, Word, Excel, etc.)

Experience working with and managing budgets

A.  Applicants must complete the online application through  SchoolJobs.com.  All elements of the application, including supplemental questions, must be submitted in order for the application to be considered complete.  Please include all relevant work experience in your online application and do not type in links to websites such as LinkedIn or your publications.

 

Internal applicants are still required to submit a complete application packet for...