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Executive Assistant to Vice President of Student Services
Job Description
Position
Executive Assistant to Vice President of Student ServicesDepartment
Student ServicesStarting Salary
$57,671 to $63,659 annually, dependent on education and experienceInitial Screening Date
09/16/2024Details
Lake Tahoe Community College (LTCC) announces recruitment for the new Executive Assistant to Vice President of Student Services.
The Executive Assistant to Vice President of Student Services performs highly responsible, complex, and confidential administrative and technical support duties as the primary and confidential executive assistant to the Vice President of Academic Affairs.
LTCC is dedicated to meeting the educational needs of our students, faculty, staff, and our surrounding community by providing the highest quality leadership, communication, support, and coordination of the college’s student resources.
The Executive Assistant to Vice President of Student Services performs highly responsible, complex, and confidential administrative and technical support duties as the primary and confidential executive assistant to the Vice President of Academic Affairs.
LTCC is dedicated to meeting the educational needs of our students, faculty, staff, and our surrounding community by providing the highest quality leadership, communication, support, and coordination of the college’s student resources.
LTCC offers a wide range of campus resources programs that can help our students and faculty achieve a high level of success.
APPLICATION PROCESS:
After review, suitable applicants will be invited by phone or email on or around Thursday, September 19, 2024 to participate in a skills assessment. Successful candidates will then be interviewed by a committee of approximately 3-5 individuals; these interviews are tentatively scheduled for October 2, 2024. 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.
COMPENSATION:
Salary Range: LTCC offers a competitive compensation package that includes a starting placement salary of $57,671to $63,659 annually, dependent on education and experience. There is potential to reach $73,693 annually, through step advancement plus longevity when appropriate. In addition to base salary, this position qualifies for extra bilingual (Spanish), masters or doctorate pay.
Salary Range: LTCC offers a competitive compensation package that includes a starting placement salary of $57,671to $63,659 annually, dependent on education and experience. There is potential to reach $73,693 annually, through step advancement plus longevity when appropriate. In addition to base salary, this position qualifies for extra bilingual (Spanish), masters or doctorate pay.
Benefits: Health and Welfare benefits include medical, dental, vision, life insurance, and long term disability. Several plan options maintain a zero monthly premium cost from the employee and include full coverage of a gold-level medical plan that, on average, covers 80% of healthcare expenses for a standard population. LTCC also matches 27% of an eligible employee’s salary and contributes it into a CalPERS pension account for qualifying employees. This position may qualify for the telecommute pilot program, which allows employees the opportunity to telecommute for up to 20% of the work week.
Work-Life Balance: This position is 40 hours per week and 12 months per year, including summer and winter hours. Hours are expected to be Monday-Friday, generally within the hours of 8 am to 5 pm, hours may vary according to the needs of the program. This position is eligible for overtime compensation (non-exempt).
LTCC provides a generous leave package including 17 paid holidays per year plus 12 days vacation (with the potential to reach 24 days through years of service) and 12 days sick leave per year. Furthermore, LTCC has made a commitment to full closures during holiday breaks and several weekends adjoining holidays to provide employees the ability to take advantage of holiday and vacation usage.
LTCC’s Commitment to Diversity
Our ideal candidate will share and participate in LTCC’s commitment to the values of diversity and equity while serving its ethnically and socioeconomically diverse student population. Lake Tahoe Community College is designated as a Hispanic-Serving Institution, reflecting the surrounding California and Nevada area.
Description
Definition:
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.
Representative Duties:
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.
Student Services Option Class
Support the Vice President and the Student Services Division through engagement with college initiatives and programs that directly support student success. Maintain a welcoming and supportive demeanor when speaking with students in crisis and connecting them to appropriate resources. Coordinate all communication regarding student conduct in a timely and efficient manner. Act as lead for behavioral management software (Maxient) and keep information up to date. As needed, provide administrative support to student services departments and programs within student services including but not limited to Residential Living, Equity & Student Wellness, and the Veterans Resource Center. Complete special projects and assignments related to the overall operation of Student Services.
Other Duties:
Performs related duties as assigned.
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.
Representative Duties:
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.
Student Services Option Class
Support the Vice President and the Student Services Division through engagement with college initiatives and programs that directly support student success. Maintain a welcoming and supportive demeanor when speaking with students in crisis and connecting them to appropriate resources. Coordinate all communication regarding student conduct in a timely and efficient manner. Act as lead for behavioral management software (Maxient) and keep information up to date. As needed, provide administrative support to student services departments and programs within student services including but not limited to Residential Living, Equity & Student Wellness, and the Veterans Resource Center. Complete special projects and assignments related to the overall operation of Student Services.
Other Duties:
Performs related duties as assigned.
Education and Experience
Education and Experience
Associate’s degree in a related field and three years of progressively responsible administrative support experience, or the equivalent.
Knowledge of:
Associate’s degree in a related field and three years of progressively responsible administrative support experience, or the equivalent.
Knowledge of:
- 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.
Ability to:
- 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.
Working Environment:
- Indoor Office environment.
- Constant Interruptions
Minimum References Needed
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