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Executive Assistant to the Vice President, Human Resources and Training

Ohlone College

Job Description

Executive Assistant to the Vice President, Human Resources and Training

Position Description
Ideal Candidate Statement
The ideal candidate is an organized, self-starter with experience supporting an executive position and working in a fast-paced, collective bargaining work environment, and posses excellent customer service skills. This individual must demonstrate the ability to work with confidential information and exhibit a high degree of trustworthiness. The position requires an individual who is resourceful and can work autonomously, who can take both direction AND initiative, and who demonstrates excellent follow through. Candidate must be a team player and exhibit strong interpersonal skills and the ability to manage complex assignments. He/she must be comfortable with multi-tasking and prioritization in a community college environment with close attention to detail, accuracy and timeliness.
Job Description Summary
Under general supervision, the position supports a District executive by relieving the executive of routine administrative functions such as calendar management, time keeping functions, development of departmental communications, budget administration, and ensuring compliance with a variety of department actions. The position assists the executive with high level tasks. This position requires the Assistant to preform duties fully on campus.
Essential Duties
  • Conducts intake of Title IX complaints.
  • Develops agenda packets for collective bargaining negotiations.
  • Tracks the progress of investigation on behalf of the executive.
  • Develops correspondence on behalf of the executive to inform employees of the conclusions of investigations and final determinations including, but not limited to, terminations and suspensions.
  • Monitors the District’s annual performance evaluation process to ensure evaluations are completed on time.
  • Monitors the District’s professional development calendar and arranges mandated meetings.
  • Organizes employee recognition events.
  • Conducts research to develop correspondence, memoranda, and other communications on behalf of the supervising executive.
  • Organizes the supervising executive’s calendar to arrange and confirm meetings, screen requests for appointments, confirms travel plans, conference arrangements, develop itineraries and other related documents.
  • Monitors the area budget(s) to assist the supervising executive reviewing purchase requisitions, review requests to use budgetary funds, reconcile accounts, processes invoices for payment, and assist in the development of the budget.
  • Process personnel/departmental actions to ensure compliance with District policies, departmental procedures, and/or prior to forwarding such documents to the supervising manager for departmental approval and entering information into appropriate database.
  • Performs follow-up on various assignments on behalf of supervising executive.
  • Conducts time keeping functions to assist the supervising executive in approving paid time off of all employees under the supervision of the supervising executive.
  • Organizes a variety of events such as, but not limited to, staff meetings, special events, and trainings.
  • Reserves campus spaces for various departmental events, meetings, and functions.
  • Screens visitors, telephone calls, and other communications to determine urgency and nature of business.
  • Takes minutes during meetings.
  • Files departmental documents, records, and reports.
  • Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College’s students, faculty, staff, and community.
  • Performs related duties as assigned.
Knowledge Skills and Abilities
  • State and federal regulations governing student Title IX.
  • District policies related to department.
  • Collective bargaining agreements.
  • General office software and equipment.
  • Enterprise Resource Planning (ERP) Software.
  • Data reporting software.
  • Time keeping software and/or practices.
  • Event Management Systems (EMS).
  • Apply knowledge of state and federal regulations related to Title IX to inform the intake of information.
  • Apply knowledge of District policies and state regulations related to area of responsibility and collective bargaining agreements to inform the development of departmental communications, review personnel/departmental actions for compliance, provide information and respond to basic inquires on behalf of the executive; refer visitors to appropriate area personnel.
  • Use ERP software to conduct data entry, review departmental budget, submit purchase requisitions, and process invoices for payment.
  • Use time keeping software and/or practices to track time sheets and requests for use of paid time off.
  • Use EMS to reserve campus spaces on behalf of the department.
  • Use data reporting software to produce reports.
  • Use general office software and equipment to develop meeting agendas, take and transcribe meeting minutes, aggregate data, communicate with District staff, departmental visitors, and coordinate meetings.
  • Maintain up-to-date on federal and state regulations governing Title IX.
  • Effectively ensure that all timelines related to investigations are terminations are adhered to.
  • Work with complex data and possess moderate to advanced skill on Excel, Word, Adobe, PowerPoint, and other Microsoft Suite Software.
  • Effectively coordinate all logistical aspects of the District’s training program and employee recognition program.
  • Ensure effective customer service during all interactions that exhibit sensitivity and and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, District staff, and departmental visitors.
  • Effectively relieve the executive of routine administrative duties.
  • Effectively prioritize assignments and meet deadlines.
  • Take accurate meeting minutes.
  • Ensure the accuracy of data that is entered into appropriate databases.
  • File documents accurately.
  • Communicate effectively, orally, and in writing.
  • Develop and maintain effective working relationships with District staff, students, and departmental stakeholders.
Education and Experience
Any combination equivalent to: associate’s degree in human resources, public administration, organizational management, management or related field and three years of work experience providing administrative support;
Commitment to community college goals/objectives of being an equity-based and anti-racist institution, and providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities; personal qualities to work effectively and with sensitivity in a multicultural environment; awareness of and commitment to the needs of non-traditional and/or re-entry students with diverse abilities and interests;
Demonstrated sensitivity, knowledge and understanding of the diverse academic socioeconomic, gender, cultural, disability, and ethnic backgrounds of the students we serve and sensitivity to and knowledge and understanding of groups historically underrepresented and groups who may have experienced discrimination.
  • Office environment with moderate temperature.
  • Works primarily indoors.
  • Ability to operate a computer keyboard.
  • Ability to comprehend and analyze a variety of materials.
  • Ability to exchange information in person and on the telephone.
  • Sitting or standing for extended periods.
  • Reaching above the shoulders and horizontally to retrieve files and supplies.
  • Bending at the waist, kneeling or crouching to file materials.
Salary Range : Range 220 - Management Salary Schedule ($90,824 - $115,920 Annually)
Min Salary Range : $90,824 Annually
Mid Salary Range : $105,142 Annually
Max Salary Range : $115,920 Annually
Posting Detail Information
Posting Number : S181-14
Number of Vacancies : 1
Desired Start Date
Position End Date (if temporary)
Open Date : 08/01/2022
Close Date : 08/22/2022
Open Until Filled : No
Foreign Transcripts
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.
Benefits Statement
  • Medical, dental, vision, life insurance, EAP and LTD.
  • Membership in Public Employees’ Retirement System. Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA.
  • Contribution to O.A.S.D.I. (Social Security).
  • Paid vacation.
  • Paid sick leave.
  • Paid holidays and district-paid floating personal days.
  • Summer 4/10 schedule.
  • Longevity pay increase based on years of service.
  • IRS Section 125 Flexible Medical Spending Plan
  • 457(b) Deferred Compensation Plan (employee contributes).
  • 403(b) Tax Shelter Annuity Plan (employee contributes).
  • Enrollment fee waiver program.
Immigration Reform & Control Act of 1986
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.”
District Statement
A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a Center in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Center is located near Interstate 880 and emphasizes programs in health, environment, and technology.
EEO Statement Summary
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.
If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.
Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis and proof of vaccination from COVID-19. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

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