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Administrative Secretary III - 1.0 FTE - 12 Month - Vice President Student Services
Yuba Community College District in Marysville, California
 
 
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Date Posted 08/20/2020
Category
Executive-Administrative Vice President
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 
Job Title Administrative Secretary III - 1.0 FTE - 12 Month - Vice President Student Services
Location Woodland Community College - Woodland, CA
Job Description

BASIC FUNCTION:
Under the direction of a Vice President, with minimal supervision, provide complex administrative secretarial
support to relieve the Vice President of administrative tasks; process administrative details independently
including the preparation of reports, coordination of functions, communication of department policy and other
administrative tasks.

Essential Duties Summary

REPRESENTATIVE DUTIES:
Independently provide advanced administrative secretarial support to a Vice President, relieving the
administrator of a variety of clerical, technical and administrative duties; serves as a liaison between the
Vice President and the public, students, staff and other campus officials; maintain specialized knowledge of
an assigned area of educational administration. (E)
Initiates and answers telephone calls; screens and directs visitors and calls to appropriate personnel,
schedules and confirms appointments and maintains the Vice President’s calendar. (E)
Coordinate, process and manage travel arrangements for the Vice President, faculty and others, to include
conference registration and hotel. (E)
Organize, coordinate and manage various departmental activities, projects and functions as directed. (E)
Provide information and assistance in person or by telephone regarding programs, policies and procedures to
faculty, staff, administrators, students and the general public. (E)
Assist in annual budget preparations; maintain current District Instructional program and state funded budget
accounts; monitor budget expenditures. (E)
Assist the Vice President in review, development and/or recommend changes of program policies and
procedures. (E)
Gather, research and compile complex statistical information for budget preparation and for preparation of
narrative reports for such items as program and curriculum review, handles grant and state reporting. (E)
Coordinate communication and activities with other District departments and personnel, students, educational
institutions, vendors, other outside organizations and the public. (E)
Establish and maintain a variety of complex files and records. (E)
Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution and
maintains records. (E)
Acts as a key contact for student issues/complaints; solves problems, makes contacts for students, and routes
students through the appropriate channels. (E)
Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts budget sheets and
memoranda (independently, notes and/or oral instructions), maintaining confidentiality. (E)
March 30, 2006
Assist the Vice President in developing procedures to expedite transmittal of information or facilitate
implementation of policies and programs.
Provide work direction and guidance to others as assigned.
Perform related duties as assigned.

KNOWLEDGE OF:
Programs under the direction of the Vice President.
District organization, operations, policies and objectives.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Organization, policies and rules of assigned administrative office.
Modern office practices, procedures and equipment.
Statistical, financial and narrative record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Public relations techniques.
Modern office practices, procedures and equipment.

ABILITY TO:
Maintain high level of confidentiality.
Independently prioritize complex matters and issues.
Process administrative details independently including the preparation of reports, coordination of functions,
communication of department policy and other administrative tasks.
Interpret, apply and explain rules, regulations, policies and procedures.
Type at 65 words net per minute from clear copy.
Work independently with little direction.
Establish and maintain cooperative and effective professional relationships with employees, students and the
public.
Meet schedules and time lines despite multiple interruptions.
Prepare reports by gathering and organizing data from a variety of sources.
Communicate effectively both orally and in writing.
Operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers and word
processors.
Understand and follow oral and written instructions.
Make arrangements for meetings and conferences.
Maintain a variety of files, records and logs.
Plan and organize work.
Utilize a computer to perform advanced level document production including complex formatting of documents
and creating charts; establish and maintain databases and spreadsheets; and maintain web page information
utilizing a variety of software and hardware.
Learn applicable sections of the State Education Code and other applicable laws.
Learn applicable sections of the State Education Code and other applicable laws.

Required Qualifications

EDUCATION AND EXPERIENCE:
Any combination equivalent to: AA degree in business administration or related field and four (4) years
increasingly responsible secretarial experience. Experience working in an educational setting preferred, but
not required.

Desired/Preferred Qualifications
Physical Demands

ENVIRONMENT:
Office environment.
Constant interruptions.

PHYSICAL ABILITIES:
Operate a computer keyboard.
Sitting for extended periods of time.
Exchange information in person or on the telephone.
Reading and monitor accuracy of information.
Dexterity of hands and fingers to operate a computer keyboard.

Range/Step $3,634.31 - $4,417.52/MO.
Salary Range (Range 30, CSEA Salary Schedule; initial placement will not be higher than Step 3 of the salary schedule, the top step for this position is $4,998.02/MO.)
Benefits Information

PART-TIME (less than .60 FTE): Part-time positions less than .60 FTE are not entitled to any District paid fringe benefits. The District does however; provide the employee prorated leaves including vacation, sick leave and paid holidays. Employees less than .50 FTE contribute to an Alternative Retirement System (Apple). Employees whose, FTE is between .50 and .60 contribute to the California Public Employees Retirement System (CalPERS).

BENEFITS/SALARY: The District offers a comprehensive benefits package for employees and dependents for positions whose FTE is .60 or higher, valued at over $20,407 annually with a $310.50 monthly out of pocket expense to employees + dependents for their monthly medical premiums. The package includes health, dental, vision, one (1) life insurance policy and an Employee Assistance program. Additional benefits include contributions to the Public Employee’s Retirement System (PERS) which is integrated with Social Security, 457/403b options, Vacation days – 7.33 hrs per month for the first year, 96 hours of vacation leave per years 1-5, 12 sick days and 20 holidays.

SALARY: Step 1: $ 40,497.76/YR – $44,648.78/YR. – Range 27, CSEA Salary Schedule, initial placement will not be higher than Step 3 of the salary schedule, the top step for this position is $55,693.89/YR.).

•This position is anticipated to be assigned to Woodland Community College but may be assigned temporarily or permanently within the District.

If you require reasonable accommodation to apply for this position, contact Pahua Vue or Kate Alves at the Office of Human Resources at (530) 741-6978.

WORKING CONDITIONS: Categorically funded positions are contingent upon funding. In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District. Woodland Community College is a tobacco free campus.

WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.

INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.

FOREIGN TRANSCRIPTS: Must include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.

PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.

EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.

EEO Statement

As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.

Internal vs. External External
Posting Number AS434P
Open Date 08/13/2020
Close Date
Review Start Date 09/14/2020
Open Until Filled Yes
Special Instructions to Applicants
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