Job Description

Lassen Community College District

Susanville, CA 96130

 

Part Time- Executive Assistant I

Salary: $30.36 Per Hour

Close Date: Open Until Filled

 

Performs a variety of technical and often confidential complex clerical and administrative duties for Office of Academic Services Administrator(s) requiring substantial support needs. Coordinates and performs administrative projects within the division. Coordinates work flow and support activities for the office and often for related functions.

 

Supplemental

• Grant Funded, capped at 100 hour Per Month (25 Hours Per Week) Continued Employment Dependent on Continued grant funding.

 

Education and Experience

The position requires an Associates degree in secretarial science, business, or a related field, and 6 years of progressively responsible secretarial experience, two of which are in an administrative clerical capacity. Additional experience may substitute for education.

 

Essential Duties and Responsibilities

• Performs technical and often confidential complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division, with a working understanding of functions and procedures of other divisions. Serves as liaison to legal counsel, accrediting agencies, State offices, and other similar kinds of organizations.

• Takes the leadership role on all full-time faculty evaluations and keeps confidential records of these evaluations. Ensures timelines and processes are followed. Processes all confidential student evaluation documents or electronic sites, reviews confidential evaluator feedback for missing items, reviews evaluation scoring for completion, compiles final evaluation paperwork / electronic files, and creates appropriate documentation and forwards this to the Academic Senate President and the Director of Human Resources.

• Assists the Academic Services Administrator(s) with creation of new MOUs or other potential agreements discussed with Lassen College Faculty Association (LCFA) or California School Employee Association (CSEA) representatives. Keeps said discussions confidential through all stages until documents are signed and implemented. Once signed, makes appropriate updates to faculty workload / contracts and other documents as needed.

• Provides support to the Academic Services Administrator(s) by attending assigned meetings, which may involve confidential matters such as disciplinary actions or negotiations. Records, transcribes and distributes minutes as directed. May attend routine meetings acting on behalf of the Office of Academic Services Administrator(s). May support college-wide committees for special and new programs.

• Maintains records, assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources some of which may be confidential.

• Performs administrative support to special processes such as advisory board meetings, labor negotiations, and special interest group meetings. Information discussed in these meetings may be confidential in nature.

• Performs special projects as assigned. Conducts research of libraries, business transactions, official proceedings, confidential employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.

• As assigned, receives, handles and stores confidential information pertaining to the College or assigned division. Maintains confidentiality.

 

As per the course / semester schedule, performs technical and complex administrative coordination and support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division(s).

 

Examples include but are not limited to:

• Identifies timelines for class schedule processes and notifies other stakeholders of deadlines.

• Receives course / semester scheduling information primarily from Division Chairs and imports those schedules into the College’s database system.

• Identifies problems and potential solutions. Communicates with stakeholders these situations and implements decisions. Examples may include faculty load calculations, conflicting timelines, instructional modality, and MOU language.

• Verifies accuracy and makes changes as needed to course / semester schedules and supplemental course information such as course description, required textbooks, lecture and lab hours, instructor assignment, instructor workload percentages, and instructor pay.

• Creates instructor contracts and keeps accurate records through all stages from creation to completion including submission to and follow-up with Human Resources and Payroll.

• Keeps current with Title V, Chancellor Office, and Collective Bargaining Agreement regulations and changes.

• Takes notes and transcribes dictation as assigned. Types (keyboards) from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data. Independently composes original correspondence and forms on routine department matters.

• Receives telephone calls, interviewing callers for purpose, handling routine matters independently, providing information as appropriate, or routing calls to administrators as necessary.

• Arranges public and management meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes hotel, conference, and travel reservations as directed.

• Maintains committee records, assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources.

• Maintains budget records and files. Gathers and compiles information required by Office of Academic Services Administrator(s) for budget development. Independently assembles some or all of the performance and budget information for reporting to advisory boards or external agencies. Monitors active budgets, preparing and analyzing periodic variances of budget-to-actual expenditures.

• Establishes, revises, and maintains filing systems and other clerical procedures and processes to optimize information flow within and outside the division.

• Contacts other departments to obtain information and documents for the supervisor.

• Provides guidance and assigns work to clerical and office staff in the division or department. May provide leadership and coordination for a small work team, a project, program, or grant.

• Performs other duties as assigned that support the overall objective of the position.

 

Diversity Statement

The successful candidate will possess the following:

• Sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, students and the public.

• Knowledge of the history and culture of underrepresented groups and groups that have experienced discrimination.

 

Knowledge and Skills

Requires considerable knowledge of office practices, procedures and equipment, including filing systems, receptionist, and telephone techniques and letter and report writing. Requires in-depth knowledge of those activities associated with statistical record keeping and confidential record keeping. Requires thorough knowledge of proper English usage, grammar, spelling, punctuation, and proofreading and formatting techniques. Requires well-developed math skills to compute sums, averages, ratios, percentages, and trends. Must be skilled in using various standard office machines, including personal computers with document processing, desktop publishing, database, and spreadsheet applications. Requires sufficient human relations skill to participate in meetings as a representative of the department, to employ interviewing and investigating techniques, and to instruct others.

 

Abilities

Requires the ability to maintain confidentiality and to independently perform all of the duties of the position efficiently and effectively. Must be able to coordinate and perform complex office and clerical work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of College and division organization, operations, programs, functions and special department terminology to relieve a Dean of Academic Services (or equivalent) of a variety of administrative details. Requires the ability to guide staff in a manner that encourages high morale and efficiency. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to analyze situations and accurately and adopt an effective course of action. Requires the ability to communicate with students, staff, and the public in a manner that reflects positively on the division and College.

 

Physical Demands

Requires ambulatory ability to retrieve work materials and relocate to other offices. Requires visual acuity to recognize letters and numbers, hand-arm-eye coordination to keyboard (type) at an advanced rate (70 wpm), auditory ability to speak to individuals and groups in person and over the phone.

 

Documents Needed to Apply

Required Documents

• Resume

• Cover Letter

• Transcripts

 

Optional Documents

• Letter of Recommendation

• Verification of Experience

• Transcripts (2)

• Transcripts (3)

• Letter of Recommendation (2)

• Letter of Recommendation (3)

• Certification

• DEI Response Statement

 

Apply Online:

Salary/Compensation: $30.36 per hour

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Lassen Community College District

Job Tags

Hourly pay, Full time, Part time, Work at office, Relocation,

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