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Management Employment Opportunities

EXECUTIVE ASSISTANT
Superintendent/President

Supplemental Questionnaire

Download Management Employment Application


PRIORITY FILING DEADLINE

Thursday, June 26, 2014
(initial screening date - open until filled)

This position is for the Executive Assistant to the Superintendent/President and the Board of Trustees.

GENERAL DESCRIPTION

Santa Rosa Junior College is seeking a dynamic professional with demonstrated administrative skills to join an outstanding team of faculty, staff and administrators to provide high quality services to our District, our community, and most importantly to our students. This is a regular, full-time confidential management team position.

Under direction, the Executive Assistant supports the Superintendent/President by providing highly responsible and complex administrative support; handles confidential materials; (e.g., including, but not limited to, having regular access to confidential information regarding bargaining proposals, counter proposals and handling confidential communications for employer representatives on negotiations and grievance materials); provides administrative support for the Board of Trustees; and serves as the Superintendent/President and Boards liaison with faculty, staff and community members.

QUALIFICATIONS

Required Abilities and Knowledge: The ability to demonstrate human relations/interpersonal skills to work productively and cooperatively with diverse teams, exercise patience and professionalism when dealing with internal and external customers, convey technical concepts, and deal with confidential information; deal effectively with a wide variety of personalities and situations requiring diplomacy, confidentiality, poise and adherence to policy and procedures; demonstrate strong administrative, organizational and coordinating skills; work independently, be innovative, flexible in prioritizing work, and be able to multi-task; work with and maintain confidentiality; learn, interpret and apply District policies, rules and regulations; take responsibility and use good judgment in recognizing scope of authority; compose correspondence independently; take notes at meetings and conferences and transcribe into clear and concise reports; understand and carry out complex oral and written instructions; research and compile statistical information and prepare reports; keep current with various functions at the District and calendar them for Superintendent/President and Board; be a good ambassador for the Office of the President and the College; assist and facilitate problem resolution associated with matters related to students, staff, Board of Trustees and the general public; demonstrate sensitivity to, and respect for, a diverse population.

The knowledge of current office procedures, methods and practices, including: filing systems; receptionist and telephone techniques; business forms; letter and report writing; proof reading; English usage, spelling, grammar and punctuation; and budget management; computer and software applications; District organization, programs, policies, practices and legal requirements of the Brown Act.

Required Education/Experience:

Associate's degree in Business or Management or graduation from a Business College AND extensive and broad administrative experience, preferably in the field of education.

Preferred:

  • Knowledge of the Brown Act
  • Previous experience providing customer service at the Executive Assistant level
  • Demonstrated proficiency with standard technology, including presentation software

Requires a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

If you do not possess the minimum qualifications exactly as stated above, you must file for equivalency. If claiming equivalency, applicants are responsible for documenting all course work, degree programs and related professional experience at time of application.

ESSENTIAL FUNCTIONS

Assists the Superintendent/President in general administrative operations; anticipates needs and initiates activity to resolve minor problems; composes correspondence independently; compiles and writes reports and drafts correspondence in accordance with written or oral instructions; performs a variety of administrative tasks, such as: filing, processing and distributing mail, reports and other documents, including employers collective bargaining proposals, counter-proposals, disciplinary actions, grievances, legal actions and responses to faculty tenure review and management evaluations; maintains calendars of Superintendent/President and Board members (in relation to District activities); makes appointments and arranges meetings, travel, conferences, events and appointments for Superintendent/ President and Board of Trustees; maintains confidential correspondence, and administrative files; conducts a variety of assignments for the Board of Trustees as directed by the College President and Board president; makes all arrangements for Board of Trustees regular and special meetings, retreats, workshops and Board committees; coordinates or assists with special District events hosted by the President; organizes, prepares and distributes Board agendas and coordinates all related materials; attends, takes, transcribes and maintains official minutes of various meetings, including Board meetings; assists in matters related to Trustees elections; maintains the Districts policies and procedures manual on the web; makes purchases for the Presidents office; processes purchase orders and budget transfers; prepares preliminary budget for Superintendent/President and Board of Trustees and maintains records of expenditures and budget balances; may coordinate recruitment of specified management team staff; arranges for hiring committees for management positions; schedules all final interviews with the President; participates in the organization, coordination and execution of projects of a broad nature for the component area and the District; responds to calls and inquiries and provides information where judgment, knowledge and interpretation of District policies, procedures and regulations are necessary; researches and compiles reports; responds to surveys as needed; receives complaints and takes action, or refers matters as appropriate; provides support for Management Team meetings; hires, trains and supervises office staff; drafts and/or edits articles and correspondence for President; responds to inquiries; investigates subject matter and prepares replies; functions as a District liaison to officials and dignitaries, arranging accommodations as requested; plans and coordinates activities and serves as a District representative during their visits or events; serves as first point of contact for the Superintendent/President; coordinates communications from the Superintendent/President to other administrative staff; delegates work, and follow through to assure timely and efficient completion; advises the Superintendent/President and the Board of Trustees regarding public meeting sections of the Government Code; assists the public in viewing Board documents according to the Public Records Act; assists with elections work related to the Governing Board; researches laws, regulations, and other information pertaining to the appointment and election of Board members; completes and distributes related forms and reports.

SCOPE

The Executive Assistant to the Superintendent/President & Board of Trustees performs duties and responsibilities that are varied, technical and often confidential in nature, requiring a high degree of initiative, independence and sensitivity in dealing with confidential matters and a comprehensive knowledge of the policies and procedures of the District. The incumbent has extensive contact with the public, senior management and constituent group leaders. (This positions duties and responsibilities involve employer/employee relations and the negotiating process as defined in Senate Bill 160.)

APPLICATION PROCEDURES

In order to be given priority consideration for this position, applicants must submit AN ORIGINAL PLUS ONE COPY OF EACH of the following documents by the priority filing deadline:

  1. A completed Santa Rosa Junior College Management Application Form, Personal Data Form and Applicant Notification Form. Voluntary Data Form is optional.
    • If applicable, completed Equivalency Form and supporting documents.
  2. A statement describing your demonstrated experience in understanding and being sensitive to the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, faculty and staff.
  3. A cover letter explaining your interest in the position, including how you meet the requirements and are qualified to perform the duties as listed in the Essential Functions section of this announcement.
  4. Current Resume.
  5. Copies of transcripts of all college level course work. Unofficial copies (both sides) are acceptable, but official transcripts must be submitted prior to hiring. If transcripts are from an institution outside of the United States, applicants must provide a formal evaluation of their foreign degree(s) at the time of application. Contact the Human Resources Department for more information.
  6. Completed Supplemental Questionnaire.

PLEASE SUBMIT ONLY MATERIALS REQUESTED.
(In loose-leaf form - no folders or binding please.)

COMPENSATION AND BENEFITS

  • Salary Range: $5,146 - $6,255 per month (2013/14 Management Salary Schedule); maximum initial placement at $5,674 per month (placement within this range is based on assessment of previous experience as documented in application materials).

  • Fringe benefits: The District offers a competitive benefit package which includes health & welfare (medical/dental/vision/life/long-term disability) benefits for employees and eligible dependents.

  • Leave/Holiday time: Management employees earn 1 day of sick leave and 1.8333 days of vacation for each month worked. They are also entitled to holidays recognized by the District (14 holidays/year).

  • Housing Assistance: Reduced fees for mortgage loans and real estate services may be available to the candidate selected for this position (contact Human Resources for more information).


MORE ABOUT SRJC


Application Materials & Procedures

To download job announcements and application materials, please go to http://www.santarosa.edu/hr/job-openings/job-openings.php or contact us to be mailed the materials to apply :

Human Resources Department

Santa Rosa Junior College

PHYSICAL ADDRESS: 1988 Armory Drive

MAILING ADDRESS: 1501 Mendocino Avenue

Santa Rosa, CA 95401

PHONE (707) 527-4954

FAX (707) 527-4967

EMAIL bhodenfield@santarosa.edu


The office is located in the Button Building on the college campus and is open from 8:00 a.m. to 5:00 p.m., Monday through Friday.

All documents included in your application file become the property of the college and will not be returned. Your file for this opening will not be considered for future openings. New documents must be submitted for each opening.

It is the candidate's responsibility to be sure that ALL required materials are in the Human Resources Department by 5:00 p.m. on the priority filing deadline to be given priority consideration. Applications received after the priority filing deadline will be considered only if the initial priority screening is unsuccessful.

Following the priority filing deadline, applications which are complete for screening will be forwarded to a screening committee for review. Approximately 15 to 20 days later, we will notify you whether or not you have been chosen for interview. Those applicants most suitably qualified for the position will be invited to appear for oral interviews before a Screening Committee. The Screening Committee may include representatives from the Faculty, the Administration, the Classified Staff, the Student Body, and the Board of Trustees.

Although Santa Rosa Junior College does not reimburse candidates for expenses related to the first interview, candidates traveling from out of the area for administrative or full-time faculty positions who are selected as finalists will be offered a travel stipend for their administrative interview(s).

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please call the Human Resources Department.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Pass a pre-employment physical examination.
  3. Must be fingerprinted and have background clearance (at applicant's expense); and
  4. Must take a TB test (once hired and every four years thereafter).

The Jeanne Clery Annual Security Report, which includes personal safety and crime prevention information, related District policies, and District crime statistics, is available at www.santarosa.edu/police or paper copies are available upon request from the District Police Department.

Equal Employment Opportunity

SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the College mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.