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Executive Assistant (Human Resources Dept.)

Job Description

Position Title

Executive Assistant (Human Resources Dept.)

Special Instructions to Applicants

Note: New employees will be placed at the first step which is $ $71,652 per year, second step $ 75,276 per year or third step at $ 79,092 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $87,300 per year is reached on the salary schedule.

Our Vision for Social Justice

We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.


The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.


Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.


Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.


The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.


If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type:

Open (Internal and External applicants)

Location

District Office

Posting Number

0001849

# of Openings

1

Range

61

Salary

$71,652 - $87,300 per year Please see special instructions for initial step placement

Position Status

Permanent

Overtime Status

Non-Exempt (eligible)

Position

Full-Time

If temporary, employment duration:

N/A

# of Hours Scheduled Per Week

40

Work Schedule By Day and Work Hours

Monday-Friday 8am-5pm

Shift Differential %

N/A

# of Months

12

Non-work Periods:

N/A

EEO Job Category

Clerical/Secretarial

Employee Group

Confidential

Department

M1020-Human Resources

Position Definition

Under general direction of a Vice Chancellor, using significant skills for this series, provide responsible confidential professional administrative and technical support to assigned Vice Chancellor. Relieves the Vice Chancellor of routine administrative details and assumes responsibility for special projects as assigned. May exercise direct supervision over assigned lower level clerical support personnel and perform other related duties as assigned.

Distinguishing Characteristics

The Executive Assistant differs from lower classifications of administrative support in that the duties and responsibilities are more varied, technical, professional and confidential in nature, and involve a higher degree of initiative and independence and more knowledge of the policies and procedures of district-wide functions and operations. Incumbents assist their supervisors in coordinating the operating procedures, communications and administrative support functions of the assigned office. The class differs from the Senior Executive Assistant in that duties and responsibilities of the senior position involve complex administrative support for a college president, while the higher classification of Executive Coordinator has responsibilities that involve complex administrative support for the Chancellor and his/her district-wide functions.

Examples of Duties/Essential Functions

Duties/essential functions may include, but not be limited to, the following: Provide highly complex workflow and office coordination of assigned Vice Chancellorís program and functional area; coordinate highly complex logistical support for assigned executiveís reporting functions such as setting up meetings, reserving rooms, delivery of materials, etc.; coordinate the development and distribution of functional areaís work products, brochures and other written material; maintain and update web pages for assigned executiveís functional areas; provide highly professional and confidential technical and complex administrative support to assigned Vice Chancellor and his/her functional areas, programs and various committees, prepare agendas, maintain records, prepare minutes, schedule facilities, maintain calendars, prepare contracts, review incoming mail and prepare responses for signature, etc.; answer highly complex questions and disseminate information on assigned functional areaís programs to the public, colleges, other agencies, etc.; assist in the implementation of assigned functional areaís goals, objectives, strategies and work plans; establish schedules and methods for monitoring administrative activities; implement assigned functional area and District policies and procedures; assist in the evaluation of operations and activities of assigned responsibilities including recommending improvements and modifications; prepare various highly complex and confidential reports on operations and activities; participate in budget preparation and administration including preparing cost estimates for budget recommendations; monitor and control expenditures; prepare purchase requisitions, order supplies and materials, and oversee and/or maintain files and records; ensure that records pertaining to assigned functional area are properly maintained; prepare and/or coordinate reports, presentations, statistical reports, and other complex documents; proofread for accuracy, correct form, content and proper English usage; attend meetings and represent assigned Vice Chancellor when required; may maintain databases for assigned Vice Chancellorís programs and responsibilities; investigate complex complaints and recommend corrective actions as necessary to resolve complaints; may travel to other sites and meetings; build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service; performs other related duties as assigned.

Minimum Qualification-Education/Experience

Education/Training: Equivalent to the completion of a BA/BS degree from an accredited college with major course work in business, organizational development, public administration, finance or a related field. Additional equivalent experience above the minimum may be substituted for the required education on a year for year basis. Experience: Equivalent to at least five (5) years of progressively responsible full-time clerical and/or administrative work experience in office administration, including at least three years performing technical administrative support functions at or above an Administrative Secretary level. Additional education above the minimum may be substituted for the required experience on a year for year basis up to two years. A valid Class C California Driverís License

Minimum Qualification-Knowledge Of

Methods, techniques and procedures used in the planning, development and delivery of an administrative program; principles and practices for implementing and directing complex administrative activities, program budget development and monitoring; pertinent District, functional area, program, local, state and federal laws, rules, regulations, policies and procedures; complex business level English usage, spelling, grammar and punctuation; modern office practices and procedures and equipment such as computers and printers; typical modern office computer software programs such as word processing, spreadsheets, presentation programs and databases; report and presentation writing; principles and practices of record keeping, assigning and reviewing the work of others, administrative organization and management; business mathematics and simple statistics.

Minimum Qualification-Skill To

N/A

Minimum Qualification-Ability To

: Independently perform assigned complex confidential administrative duties with speed and accuracy, communicate effectively both orally and in writing in an office environment; organize, implement and direct complex administrative activities; learn and understand all aspects of the assigned functional areas and programs; learn, accurately interpret and explain pertinent complex District, program, local, state and federal laws, rules, regulations, policies and procedures; analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem-solve complex operational and technical issues; assist in the development and monitoring of an assigned department or program budget; develop and recommend policies and complex procedures related to assigned operations; develop and recommend goals and objectives in support of assigned Vice Chancellorís functional areaís mission; effectively operate modern office equipment including computers and related software; ability to demonstrate advanced keyboarding skills; compile complex and confidential information, maintain complex and functional area-wide records, and prepare a variety of complex reports; analyze complex situations quickly and objectively and determine proper course of action; plan, organize and schedule complex priorities in the assigned functional area; establish and maintain effective working relationships with those contacted in the course of work.

Desirable Qualifications

  • Experience in supporting human resources, labor/employee relations, employee services, and/or related employee support services functions.
  • Intermediate to Mastery-level experience in Microsoft suite of products including Word, Excel, PowerPoint, Outlook.
  • Experience developing written communications for executive-level staff.
  • Experience in preparing meeting agendas and taking meeting minutes.
  • Experience in preparation of reports and documents for committees and Governing Boards.
  • Excellent proofreading and editing skills.
  • Experience organizing and coordinating events.

Job Open Date:

04/20/2023

Job Close Date:

05/05/2023

Open Until Filled

No

Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us

About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.

Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 50,354 students a year, in 2019-20 fiscal year the demographic make-up of the students was 9% Black/African American; 17% Asian/Pacific Islander; 35% Hispanic/Latino; 26% White/Caucasian; and 13% Other.

The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.

Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nationís most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVCís career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.

Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:

Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.



Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.



Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.



Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).



Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.



Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)



For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf



Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)

All job offers of employment are conditional upon the applicantís satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information

N/A

Quicklink

https://www.4cdcareers.net/postings/9607

Diversity Statement

The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.

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