Job Details

Executive Assistant to the Superintendent/President

Palo Verde College


Salary: $68,328.00 - $116,864.00 Annually
Job Type: Management/Confidential
Job Number: 309
Closing: 9/9/2024 4:30 PM Pacific
Location: Blythe, CA
Department: Superintendent/President's Office

Description

ABOUT THE COLLEGE
Palo Verde College is a publicly supported 2-year college located in the beautiful Southeastern California desert. Yearly enrollment is approximately 7,000 students (full and part-time).

Palo Verde Community College is an Equal Opportunity Employer and is committed to providing an educational environment which affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. At Palo Verde College, we value every team member's contribution in achieving the mission of providing excellent educational programs and services that contribute to the success of our students and the vitality of the community we serve. We are looking for individuals who enjoy working collaboratively in an environment of diversity, culture, thinking, and learning.

Palo Verde College is designated as a Hispanic-Serving Institution (HSI) and proudly offers many programs to serve and support our diverse student body. College faculty are expected to be willing to utilize different learning and teaching methods appropriate to the students they serve. Palo Verde College expands access to higher education and learning opportunities by providing education via in person, online, correspondence education, hybrid classes, and interactive television (ITV) modalities. Further information on the College's distance education programs can be found in the College Catalog. In addition, Palo Verde College is committed to serving students who have been impacted by the criminal justice system through education. Resources for teaching classes for incarcerated or formerly incarcerated students are available through the Rising Scholar Network.

LOCATION
Palo Verde College is located in the City of Blythe at one of the busiest entrance points to California. The college is located in a desert oasis adjacent to the beautiful Colorado River and the Palo Verde Valley. Blythe, and the fertile Palo Verde Valley, is primarily a farming and ranching area. Boating, fishing and hunting attract many tourists. The Palo Verde Valley is centrally located between Phoenix and Los Angeles, Las Vegas and the Mexican border. The valley's great climate, with more than 350 days of sunshine and mild winters, attracts thousands of winter visitors every year.

NATURE OF THE POSITION
Under the supervision of the assigned Cabinet Level Executive, the Executive Assistant provides a variety of highly confidential and complex clerical, technical, and administrative support to ensure efficient operations of the Department. Serves as a liaison for communications between the assigned Cabinet Level Executive, personnel, students, and the public. The duties of the position require extensive knowledge of District policies and procedures, the ability to exercise independent judgment, action, and discretion in handling confidential information and materials, and specialized knowledge of the functional area supported. The Executive Assistant provides support services in the areas of budget management, research, organizational development, administrative coordination, writing, public relations, and labor relations.

Examples of Duties

DUTIES AND RESPONSIBILITIES:
1. Performs a variety of highly confidential and complex clerical, technical and administrative support, relieving the assigned Cabinet Level Executive of administrative detail; serves as a liaison between the assigned office and the public, students, staff and other campus officials; maintains specialized knowledge of an assigned area of educational administration.
2. Maintains confidentiality of files and information, including information regarding board, district, personnel, collective bargaining, and confidential matters.
3. Maintains effective communications with other offices, personnel, and the public; greets visitors to the office; provides routine information and directs visitors to appropriate individuals; sorts incoming mail; receives questions and complaints; refers situation to appropriate individuals.
4. Researches, analyzes and prepares information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
5. Independently composes and prepares a variety of materials including correspondence, proposals, and memoranda; formats presentations and reports; develops and revises schedules and forms; reviews documents and data for accuracy, completeness, and conformance to applicable policies, procedures, and regulations.
6. Coordinates and schedules various appointments and meetings for the department; keeps the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner; makes travel arrangements; reserves facilities for meetings; maintains and coordinates the assigned Cabinet Level Executive's calendar;
prepares and disseminates calendar of events; coordinates and arranges special events and activities.
7. Assembles required background materials and information for meetings and appointments; prepares and coordinates the composition and placement of items for cabinet and board agendas in compliance with Brown Act, ensuring the information is accurate, complete, and properly categorized and presented.
8. Attends a variety of meetings as assigned and provide staff support and administrative assistance to committees, processes and projects as assigned; prepares and organizes meeting materials and minutes; prepares and distributes agendas; records and transcribes notes.
9. Supports department in meeting reporting requirements, functional responsibilities, andresearch objectives; independently researches, compiles, and analyzes data for a variety ofinternal and external reports.
10. Coordinates the revision of board policies and administrative regulations; assists the assignedCabinet Level Executive in review, development and/or recommend changes of programpolicies and procedures.
11. Remains current of concerning situations, and conditions of special interest to the assignedCabinet Level Executive; exercises independent judgment concerning matters requiring theassigned Executive's attention to assure timely action.
12. Demonstrates discretion and understands the personnel, organizational and legal impacts ofthe information handled.
13. Creates, organizes, updates, and maintains computer-based tracking systems such asdatabases and statistical spreadsheets used to track, maintain, and present data.
14. Prepares agendas, takes, and transcribes minutes of collective bargaining negotiations; assistsin generating collective bargaining, grievance, and dispute resolution materials; processes allcommunication to and from the administrator and the negotiation teams; performsbackground research; creates and sends surveys to other districts and prepare reports basedon the responses, online research and district policy and practice; maintains files of allcorrespondence and work product.
15. Gathers, researches, and compiles complex statistical information for budget preparation andfor preparation of narrative reports.
16. Serves as main contact for updates to department webpages; creates, modifies, and postsupdated online forms and information.
17. Participates in District efforts to increase the diversity of faculty and staff and to address student achievement gaps; assists in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.
18. Coordinates and oversees specialized functions or projects independently as assigned; assure that work is performed in a timely and accurate manner; uses independent judgement to provide recommendations and information as appropriate.
19. Monitors and accurately interprets, explains, implements, and articulates compliance with all District, State, and Federal standards, requirements, laws, codes, rules, regulations, and policies; ensures assigned programs and activities comply with those provisions.
20. Prepares and monitors purchase requisitions; recommends expenditures for office equipment, materials, and supplies and assures their timely ordering, receipt, and storage; assures proper
functioning of office equipment; monitors, and tracks invoices and other expenditures; reviews invoices prior to submission for payment processing.
21. Provides support to the personnel functions in work overloads and in the absence of staff members.
22. Operates a variety of office equipment including a computer and assigned software; type andinput data accurately; and applies emerging technologies.
23. Maintains association with relevant professional organizations and activities and awareness; attends conferences, trainings, and workshops related to assigned area; participates in District committees.
24. Creates a welcoming and inclusive work and educational environment; implements, supports, initiates, and participates in activities to increase the diversity, equity, and promotes a culture of inclusiveness, respect, and belonging; serves as an advocate of diversity, equity, inclusion, accessibility, and culture.
25. Performs other related duties as assigned.

Educational/Experience Qualifications

KNOWLEDGE AND ABILITIES
KNOWLEDGE OF:
1. District organization, operations, policies, and objectives.
2. Applicable State Education Code and other laws and regulations.
3. Operational characteristics, services, and activities of the functions of the department
4. Administrative office management.
5. Record keeping techniques.
6. Modern office practices, procedures, and equipment.
7. Correct English usages, grammar, spelling, punctuation, and vocabulary.
8. Effective verbal and written communication skills.
9. Record keeping procedures Data collection and organization.
10. Public Relations techniques.
11. Interpersonal skills using tact, patience, and courtesy.

ABILITY TO:
1. Analyze situations accurately and adopt an effective course of action.
2. Organize, coordinate, and oversee office activities.
3. Interpret, apply, and explain laws, regulations, policies, and procedures.
4. Compile and prepare comprehensive reports and correspondence.
5. Maintain a variety of complex and confidential files.
6. Use independent judgment and take initiative in solving problems and making decisions.
7. Communicate effectively both orally and in writing.
8. Establish and maintain cooperative and effective working relationships with others.
9. Work effectively under pressure with multiple responsibilities and projects.
10. Operate a computer and assigned office equipment.
11. Work independently with little direction.
12. Work confidentially with discretion.

MINIMUM QUALIFICATIONS
1. Any combination equivalent to an associate's degree from an accredited college or university and three (3) years of increasingly responsible secretarial or administrative support experience including public contact.
2. Sensitivity to and understanding of the diverse academic, ethnic, racial, age, national origin, religious, gender, gender identity, sexual orientation, disability, and socio-economic backgrounds of students, faculty, administrators, and personnel.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
1. Hold and maintain a valid driver's license.

PREFERED QUALIFICATIONS
1. Bachelor's degree from an accredited college or university.
2. Experience as support staff to senior administrative personnel.
3. Experience in higher education.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT
1. The physical demands and work environment are typical of an administrative job in an officeenvironment.
2. The incumbent must be able to perform the essential functions of the job, with or without reasonable accommodation.

CLASSIFICATION/SALARY
1. This is a Confidential position.
2. Row 2 of the District's Administrator/Management/Confidential salary schedule with placement appropriate to experience.
3. The District offers an attractive package of fringe benefits including medical, prescription, dental, vision and life insurance.

SUBSTITUTION POLICY
Substitutions for meeting the minimum qualifications are allowed for this job postings. Substitutions are allowed for education and professional experience. Substitutions will be processed as follows:

Education:

1. 24 semester units equates to one (1) year of college level course work; OR
   • One (1) year of professional experience
2. 48 semester units equates to two (2) years of college level course work; OR
   • An Associate's degree; OR
   • Two (2) years of professional experience
3. 96 semester units equates to four (4) years of college level course work; OR
   • A Bachelor's degree; OR
   • Four (4) years of professional experience

Professional Experience:

1. One (1) year of professional experience equates to 24 semester units of college level course work
2. Two (2) years of professional experience equates to 48 semester units of college level course work; OR
   • An Associate's degree
3. Four (4) years of professional experience equates to 96 semester units of college level course work; OR
   • A Bachelor's degree

APPLICATION PROCESS
Our employment online application process is designed to assist the search committee in evaluating whether or not you possess the required knowledge and skills for the position for which you are applying. Job-related information from all applicants will be evaluated to identify those best qualified. Only the best-qualified applicants will be selected for testing and further consideration. Therefore, the online application must be completed to allow a comprehensive review and evaluation. Failure to complete the online application (and supplemental material, when required) will constitute failure to comply with the selection process and the application will be rejected.

1. To guarantee consideration, a completed application and any other required material listed, must be submitted with the online application by the published closing date.
2. Applications are only accepted for positions currently open for recruitment.
3. Meeting minimum requirements does not guarantee you an interview.
4. Current employees who are applying for a position should be aware that material from their personnel files will not be included as part of the application packet, and they should provide information on past and present employment in the same degree of detail as any other candidate.
5. Applicants wishing to apply for more than one position must submit a separate application and required materials for each position.
6. Legible photocopies of documents will only be accepted.
7. Travel costs related to the interview process will be borne solely by the candidate.
8. Please read the job announcement/description carefully to ensure your background and education meet the requirements of the position
9. The selection process may also include practical exercise (i.e., training demonstration and/or other written, technical manipulative, or simulation exercises), or skilled testing to evaluate candidates' qualifications.
10. Applicants with foreign transcripts must be evaluated by an Accredited United States Institution, please see the approved organizations listed in the following link: https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=bb4f6e6a_6 or the National Association of Credential Evaluation Services link: https://www.naces.org/

REQUIRED DOCUMENTS
Cover Letter
Resume
Diversity Statement
Copies of Transcripts (Must show all work completed and the conferral date of the degree. If hired original transcripts must be submitted)
Six References (3 Professional and 3 Personal)
Professional Licenses (If applicable)
Recommended: Typing Certificate
Memorandum Qualification Form (If applicable) must upload
http://www.paloverde.edu/faculty-staff/pdf/memorandum-qualification-form.pdf (Download PDF reader)



To apply, please visit https://www.schooljobs.com/careers/paloverde/jobs/4623662/executive-assistant-to-the-superintendent-president








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