Executive Assistant to the Vice President of Student Services
- Lake Tahoe Community College
- Location: South Lake Tahoe, California
- Posting Date: 06/28/2021
- Application Deadline: Open until filled
Executive Assistant to the Vice President of Student Services
THIS POSITION IS OPEN UNTIL FILLED. FIRST SCREENING REVIEW IS SCHEDULED FOR:
$47,739 - $52,699 annually, dependent on education and experience
Lake Tahoe Community College is excited to open recruitment for a student-centered position to assist the Vice President of Student Services. The Executive Assistant to the Vice President, a confidential position, will perform administrative and technical support as well as provide assistance in association with student activities.
In recent years, the complexity in the area of student support and services has grown due to changes at both the local and state level. Most notably is the significant expansion of various student support programs including equity, student housing, athletics, and college promise. The beauty of the Lake Tahoe south shore provides for a truly stimulating environment for the entire college community. Serving LTCC's Student Services and One-Stop area, this position will have direct involvement in college initiatives such as the Lake Tahoe College Promise that will continue to increase access and create an environment at LTCC that is welcoming and accommodating. In addition, this executive assistant has been identified as a confidential classification and will be charged with coordinating privileged/confidential information to include negotiations and student discipline .
Normal hours of work are Mondays through Fridays, 8:00 a.m. to 5:00 p.m.; however, hours may vary according to the needs of the department. This position is full-time (40 hours per week, 12 months a year) and is eligible for overtime compensation (non-exempt). Please see the position description for complete requirements and duties.
LTCC offers a competitive compensation package that includes a starting placement salary of $47,739 to $52,699 annually, dependent on education and experience. There is potential to reach $61,106 annually, through step advancement plus longevity when appropriate. In addition to base salary, this position qualifies for extra bilingual (Spanish), masters, or doctorate pay and an annual technology allowance of $500. Health and Welfare benefits include medical, dental, vision, life insurance, and long term disability. These benefits also include full coverage of a gold-level medical plan which, on average, covers 80% of healthcare expenses for a standard population. LTCC provides 16 paid holidays per year plus vacation accrual and 12 days sick leave per year.
After review, suitable applicants will be invited to participate in a skills assessment stage of the screening process. These applicants will be notified by phone or email on or about Friday, July 23, 2021. Successful candidates will then be interviewed by a committee of 3 or 4 individuals; these interviews are tentatively scheduled for August 4, 2021. Finalists will then be selected and invited to a secondary process. Meeting the minimum requirements does not guarantee an interview.
LTCC reserves the right to return to the applicant pool at any point during the recruitment process.
Under the direction of the Vice President, perform highly responsible, complex, and confidential administrative and technical support functions to relieve the Vice President of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities, public relations, and flow of communications and information for the department; maintain confidentiality of privileged and sensitive information.
- Perform highly responsible, complex, and confidential administrative and technical support duties as the primary and confidential executive assistant to the Vice President, relieving the Vice President of a variety of administrative details; assist in prioritizing and delegating office workload to assure efficient and effective office operations; plan, coordinate, and organize office and departmental activities and flow of communications for the Vice President.
- Interpret, apply, and explain district rules, regulations, policies and procedures; investigate and answer complaints; evaluate and provide assistance in resolving operational and administrative problems within the scope of the position.
- Summarize reports and information to facilitate review by the Vice President; assist with the preparation of proposals; process reimbursements; and reconcile monthly credit card statements; provide administrative support to reporting areas as needed; establish, meet and track deadlines.
- Initiate and answer telephone calls; send and receive emails; screen and direct calls to appropriate personnel; receive and screen visitors; receive, open, and route mail.
- Maintain the Vice President’s complex calendar and schedule; coordinate and maintain calendars and schedules for the department; arrange travel accommodations as necessary.
- Assist the Vice President with preparation for negotiations; work confidentially with discretion on sensitive and private information applicable to collective bargaining or union matters.
- Coordinate with the Vice President and other District staff/faculty to prepare, edit, and complete Board of Trustees agenda items related to area of assignment; send and monitor deadlines.
- Provide direction and assistance to staff/faculty submitting items for Board agendas; assure compliance with timelines and relay work direction from the Vice President to the direct reports; maintain format/style of Board items; guarantee final versions are fully edited and understandable, monitor and follow-up on all Board actions to ensure approvals are properly processed.
- Prepare Board agenda items for implementation and follow-up; maintain information related to the Board of Trustees and other institutional-level governance councils.
- Coordinate communication between the Vice President, staff, students, outside organizations, educational institutions, and other constituencies to resolve issues or concerns; respond to staff inquiries and issues; coordinate the update of department web pages and web portals associated with the Vice President’s area of responsibility.
- Respond to public requests/questions and disseminate reports and information to members of the public and public agencies.
- Assist in coordinating a variety of special events and activities. Compile data for special events and reports; prepare reports containing specialized or sensitive information; select relevant information from a variety of sources.
- Take minutes; prepare meeting notes, notices, proposals, and agendas with supporting documentation; develop, submit, and distribute agendas and packets; and track attendance.
- Compose correspondence independently on a variety of matters including those of a confidential nature including collective bargaining; compile and prepare various letters, forms, reports, handbooks, contracts, packets, manuals, statistical data, memoranda, bulletins, notices, lists, and other materials as directed; prepare, format, edit, proofread and revise written materials; assemble, research and collect various data.
- Input a wide variety of data into an assigned software program; duplicate materials as necessary; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.
- Train and provide work direction and guidance to assigned office support staff; coordinate recruitment and scheduling of student workers and temporary employees.
- Serve as contact and liaison for assigned functions and programs with other district departments and staff, the general public, and outside agencies and organizations; help mediate and resolve sensitive and controversial issues; explain, justify and defend programs, policies, and activities.
- Prepare and maintain a variety of complex lists and records related to assigned duties, including those of a confidential nature; establish, maintain, and organize simple and highly complex filing systems; duplicate materials as necessary; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports.
- Collect and review employee timesheets; track and record sick leave and vacation time; verify appropriate signatures; maintain payroll records for the Vice President and the Vice President’s direct report employees.
- Perform complex, high-level and sensitive administrative duties as primary back-up and support to the Executive Assistant to the Superintendent/President as needed, including all regular and assigned duties of that position.
- Assist the Vice President with budgetary duties including managing and reconciling multiple budgets; monitor expenditures; review accounts and budget reports; prepare and code purchase requisitions; complete budget transfers as necessary.
- Attend a variety of meetings and conferences; distribute updated records, documents and reports to administrative staff; gather and disseminate information.
- Coordinate with other executive assistants and specialists around cross-functional tasks (i.e. stipend contracts required by bargaining agreements).
- Operate a variety of office equipment including a computer and assigned software.
Perform related duties as assigned.
- Serve as a department liaison for the Enterprise Resource Plan (ERP).
- Provide occasional clerical support to the Counseling department in regard to the coordination of state funded programs such as EOPS, CalWORKs, CARE, Veteran Services, and Athletics, as well as the task of scheduling Counselors and students. Provide work direction and guidance to front office operations and activities within the Counselors office, and ensure that duties and responsibilities carried out by student workers and part-time staff is monitored and completed in a timely manner.
- Provide administrative support to directors under the supervision of the Vice President of Student Services.
- Provide support and assistance to campus and District activities as needed, particularly those involving students.
- Serve as the student housing liaison and be point of contact for students requesting information on housing options.
- Perform complex data entry for Management Information Systems (MIS) and state Student Success and Support Program reporting.
- Perform special projects and assignments related to the operation of Student Services and the departments that report to that area. Track and schedule and classified evaluations.
Education and Experience:
Associate’s degree in a related field and three years of progressively responsible administrative support experience, or the equivalent.
- Organization, functions, clerical operations, policies and rules of assigned administrative office.
- Statistical and narrative record-keeping techniques including manuscript and report formatting.
- Oral and written communication skills.
- District organizational operations, policies and objectives.
- Applicable laws, codes, regulations, policies and procedures.
- Correct English usage, grammar, spelling, punctuation, and vocabulary.
- Analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
- Methods of collecting and organizing data and information.
- Business letter and report writing, editing and proofreading.
- Interpersonal skills using tact, patience and courtesy.
- Reception and telephone etiquette and techniques.
- Best practices in office management.
- Public relations techniques.
- Operation of a computer and assigned software.
- Perform a variety of administrative and confidential duties to support Vice President and departmental operations, procedures and practices.
- Maintain confidentiality with discretion on sensitive and private information applicable to collective bargaining or union matters.
- Analyze situations accurately and adopt an effective course of action.
- Plan and coordinate activities and establish priorities.
- Analyze problems, solve and recommend appropriate solutions.
- Meet changing demands by exercising flexibility.
- Take a leadership role as assigned to assist the Vice President.
- Train and provide work direction and guidance to others as assigned.
- Organize and prioritize work efficiently.
- Work independently and cooperatively with others in a diverse academic environment.
- Interpret, apply and explain rules, regulations, policies and procedures.
- Type or input data at an acceptable rate of speed.
- Establish and maintain cooperative relationships with those contacted in the course of work.
- Organize complex material and summarize discussions and actions taken in report form.
- Perform in a high profile office environment with frequent interruptions.
- Make arithmetical calculations with speed and accuracy.
- Work variable hours including nights, weekends and holidays, when necessary.
Additional Requirement (Licensure/Certification):
No additional requirement.
Cover Letter, Resume/CV