Napa Valley College

Executive Assistant to the Superintendent/President

Salary: See Position Description

Job Number: 2022-00011

Closing Date: 7/19/2022 11:59 PM Pacific

Complete job description and application available online at: https://www.schooljobs.com/careers/napavalley/jobs/3598833/executive-assistant-to-the-superintendent-president

DESCRIPTION

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 president's office is responsible for the overall leadership, planning, management, and evaluation of the college and its programs, services, and operations.  The incumbent in this position will be responsible for performing advanced administrative duties with a high degree of independence based on general direction from the Superintendent/President. The position reports to the Superintendent/President.

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 $4,759/month to $5,247/month, with future steps up to $6,696/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:

• Prioritizes daily activities to ensure efficient operations in the Office of the President and provides a variety of complex information to departments, personnel, students and the public both verbally and in writing.

• Regularly assesses systems and operations in the Office of the President and implements improvements.

• Provides support on matters related to negotiations; may be assigned to record minutes of negotiations sessions; maintains confidentiality of all matters related to negotiations, contract administration, and personnel issues.

• Provides support to the Superintendent/President and Executive Coordinator on matters related to the effective and efficient operations of the Office of the President.

• Composes and prepares correspondence and written materials independently, including publications; coordinates the timely review of all documents and publications in the area; maintains webpages.

• Maintains presentations and compiles reports for delivery to various constituent groups, including the Board of Trustees and the public.

• Develops and revises forms, applications, and processes in the office; communicates changes of forms and processes to affected faculty and staff.

• Develops and maintains calendar of activities for the office.

• Coordinates meetings and creates agendas, records, and minutes; ensures that relevant materials for meetings are prepared and distributed in advance of meeting times.

• Organizes and prepares materials for inclusion in meetings of the governing board; coordinates with Executive Coordinator to ensure that all reference documents and materials are available to board members; interacts with administrators and other district personnel regarding agreements and contracts.

• Responds to inquiries and resolves problems for administrators, faculty, staff, students, and community that require specialized and extensive knowledge of the District.

• Prepares leave and travel requests; ensures compliance with district policies for leaves and travel.

• Develops and maintains electronic and physical files, as needed; maintains a variety of complex records of confidential nature, including information regarding Board, District, and personnel; completes, submits, and monitors relevant personnel and payroll documents; maintains and organizes files and documents on the network drive for the Office of the President.

• Assists in the compilation and preparation of invoices and budgets; monitors expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding financial issues.

• Evaluates and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner; ensures that data submissions are accurate and timely; researches and resolves errors prior to submission; develops and maintains webpage(s) for the president's area; may train and direct other staff to ensure that information on website for assigned area is accurate and in compliance with college standards.

• May participate in staff selection; trains and provides direction and guidance to other staff and volunteers in assigned area.

• Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.

• Serves as primary channel of communication for the Office of the President with other district departments.

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:  operating standard office equipment including pertinent software applications; basic accounting procedures and practices; applying pertinent codes, rules and regulations; departmental procedures, practices and policies; general board policies and administrative regulations; modern office practices, procedures, and equipment; legal requirements and procedures related to collective bargaining; file maintenance and record keeping techniques; and correct English usage, grammar, spelling, punctuation, and vocabulary.

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; modern office practices, procedures, computer hardware and software; knowledge of the Superintendent/President'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: analyze and synthesize data from a variety of sources into understandable reports and presentations; interpret, apply and explain rules, regulations, policies and procedures; design and utilize complex spreadsheets in Microsoft Excel; operate a variety of computer applications with a high level of proficiency, including Excel and other software in the Microsoft Office Suite; plan, organize, and prioritize work; develop and maintain complex filing systems; work independently with little direction and understand scope of authority in making independent decisions; complete work efficiently in a fast-paced environment with competing priorities; handle sensitive situations with confidentiality and discretion; manage complex budgets and process financial transactions; meeting deadlines and schedules; communicate effectively both orally and in writing; make arithmetic calculations quickly and accurately; operate a variety of office equipment; type/word process at 45 wpm; establish and maintain effective working relationships with others; working extended hours; working with frequent interruptions; and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.

Responsibility:

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking 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.

Work Environment:

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.

Clearances:

Criminal Background Clearance

Tuberculosis Clearance

COVID-19 Vaccination Clearance

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

Desirable Qualifications

Bachelor's degree;

Experience supporting a high level executive.

APPLICATION PROCEDURE

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.

Internal applicants are still required to submit a complete application packet for this position.  This includes submission of transcripts and all other required application materials.

B.  Applicants must attach the following to complete the application process:

A letter of interest, not to exceed two pages, that addresses how you meet the minimum and desirable qualifications for the position as outlined in this announcement.

Current comprehensive resume.

Transcripts verifying college work, degrees, and conferral dates.

NOTE: Unofficial copies of transcripts accepted at time of application, however, official transcripts will be required upon offer of employment.

Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents.  A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States.  Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing.  Please click here for a list of approved organizations.

It is important that your application reflect all of your relevant education and experience. Please note that your resume does not take the place of completing the "Work Experience" section of the application.  Applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete.

It is the applicant's responsibility to ensure that all required application materials are completed and properly uploaded into the system. Only complete applications will be forwarded to the selection committee for further review.  An application is only considered complete if all items above are uploaded.

All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline.  Please do not submit material not requested.  Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions.  Any expenses incurred in connection with the initial interview will be the responsibility of the candidate.  The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel.

The District will not accept materials by e-mail, fax, or mail for this position.

SPECIAL ACCOMMODATIONS: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development.

Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy.

For more information, contact the Office of Human Resources, Training & Development:

2277 Napa-Vallejo Highway

Napa, CA 94558

(707) 256-7100

jobline@napavalley.edu

Experience:

Five (5) years' experience supporting an executive or legal professional.

Education:

Community college and/or vocational school degree with study in job-related area.