Executive Assistant to the Chancellor (Confidential)

Executive Assistant to the Chancellor (Confidential)

Ventura County Community College District

Salary: $73,548.00 - $101,436.00 Annually

Job Type: Classified

Job Number: 2021-02237

Location: Districtwide (Ventura County CA), CA

Department: Districtwide

Closing: 11/14/2021 11:59 PM Pacific

Description

WHAT YOU'LL DO

Under general direction, performs a full range of sensitive, highly responsible, and confidential office administrative, secretarial, and technical support functions of both a general or specialized nature in support of the Chancellor's Office.

The current vacancy is a full-time position (12 mos/year, 40 hrs/week) located at the District Administrative Center.

WHERE YOU'LL WORK

The District Administrative Center, centrally located in Camarillo, oversees administrative functions, and provides leadership and services to the three colleges in support of VCCCD's mission.

WHO WE ARE

Equity, diversity, and inclusion are essential to our culture and the work that we do within the Ventura County Community College District (VCCCD). The VCCCD is a public community college district serving residents throughout Ventura County. The VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training; basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement. The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promote academic excellence. This creates an inclusive educational and work environment for its students, employees, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, the VCCCD is committed to recruiting and employing a diverse and committed group of faculty, staff, and administrators who are dedicated to the success of all college students.

We encourage candidates who are equity-minded to submit an application for employment. We are designated Hispanic-Serving Institutions committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion.

The Ventura County Community College District ensures that all employees and applicants for positions will have equal opportunity for employment regardless of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

SALARY PLACEMENT

New Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.

Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.

New and current employees may be eligible for advanced step placement as outlined in https://www.vcccd.edu/sites/default/files/media/pdf_document/2021/PC%20Rules%20for%20Classified%20Handbook%20Final%2003.18.2021.pdf https://get.adobe.com/reader/

COVID-19 VACCINATION REQUIREMENT

https://go.boarddocs.com/ca/vcccd/Board.nsf/goto?open&id=C4AFEA7EB035requires that all students and employees of the Ventura County Community College District, which includes faculty, staff, volunteers, student workers, and administrators, be fully vaccinated against COVID-19. All new employees must be fully vaccinated by the first day of employment. An exemption may be requested by individuals who cannot be vaccinated due to medical and/or religious reasons. Employees who receive an exemption will be required to wear a mask or face covering while on District property and/or facilities and will be required to undergo COVID-19 testing twice weekly. For more information about VCCCD's vaccine requirement, please visit the District's https://www.vcccd.edu/COVID19.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year.

Representative Duties

Serve as liaison between the Chancellor's Office and faculty, staff, administrators, students and the general public; provide general and specialized information and assistance that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities as appropriate; receive and screen office visitors and telephone callers; coordinate communication and activities with other District departments and personnel, members of the Board, students, educational institutions, vendors other outside organizations and the public. E

Relieve the Chancellor of technical as well as general administrative work relative to investigating and answering complaints and providing assistance in resolving operational and administrative problems; refer callers and complaints to most suitable staff as appropriate. E

Collect, compile, and analyze information in support of general functions from various sources on a variety of specialized topics; compile, prepare, enter, and maintain data from various sources in a database or network system; participate in the composition and preparation of reports that present and interpret data, and provide recommendations. E

Assist the Chancellor in Board administration by completing a variety of administrative support functions which include:

• Coordinating the agenda preparation process for Board meetings and committee meetings within appropriate deadlines. E

• Assisting in the development of Board and committee agendas. E

• Attending Board and committee meetings and taking minutes using designated software. E

• Preparing weekly information packets to be sent to Board members. E

• Making travel arrangements for Board members and processing related expense reports. E

• Coordinating all aspects of Board meetings which include the arrangements required for facilities, equipment, and services. E

• Communicating board agenda concerns to appropriate staff and coordinating responses for meeting preparation. E

Attend meetings on behalf of the Chancellor. E

Plan and organize work activities; develop and implement improvements in work flow, procedures, and use of equipment and forms; develop and revise office forms and report formats as required. E

Compose, format, edit, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals, presentations, brochures, and other materials using appropriate software. E

Maintain current financial and budget information; monitor budget expenditures; prepare, review and issue check requests as required. E

Take and transcribe dictation, including confidential material and minutes for the Board of Trustees. E

Open, route and sort mail; identify matters that may be resolved independently and refer other matters to the administrator in order of priority. E

Establish and maintain complex, interrelated filing systems including confidential files; ensure the integrity, accuracy, and confidentiality of records and information regarding Board, District, personnel, student, and controversial matters. E

Provide work direction to administrative support staff in District Administrative Center offices to ensure administrative support for the Chancellor's office. E

Assign, train, and provide work direction and guidance to support staff in the Chancellor's office as assigned. E

Perform related duties as assigned.

E = Essential Duties

Minimum Qualifications

Any combination equivalent to:

Education: A bachelor's degree from a recognized college or university. Additional qualifying experience providing administrative support to a manager or executive may be substituted for two years of the required college or university-level education on a year-for-year basis.

Experience: Four years of experience in an executive-level secretarial or administrative support position with responsibility for providing direct support to an executive-level administrator.

Supplemental Information

EXAMINATION AND SELECTION PROCESS:

This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by November 14, 2021. The examination process may consist of any of the following components:

A) Evaluation of Training and Experience (T&E) = Qualifying (pass/fail)

B) Performance Test = Qualifying (pass/fail)

C) Technical Interview = 100% weighting on final score

TRAINING AND EXPERIENCE (T&E) EVALUATION:

A T&E is an assessment by subject matter experts of training and experience, beyond the minimum requirements, that has prepared the candidate for the position as evidenced in the application materials. When completing the application and the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience. Please be sure to answer every component of each supplemental question as your responses will be scored and serve as your score on the training and experience (T&E) evaluation.

PERFORMANCE TEST DATE RANGE AND LOCATION:

Date: Monday, November 22, 2021

Location: Ventura County Community College District761 E. Daily Drive, Suite 200Camarillo, CA 93010

All candidates who meet the minimum qualifications will have their application materials assessed as part of the Training and Experience (T&E) Evaluation and will also be invited to participate in the Performance Test.

The nine (9) candidates with the highest passing scores on both the Training and Experience (T&E) Evaluation and the Performance Test will be invited to the technical interview.

TECHNICAL INTERVIEW DATE RANGE AND LOCATION: Date Range: Thursday, December 9, 2021 - Wednesday, December 15, 2021 Location: The Technical Interview will be conducted remotely, using Zoom. In order to participate in the interview, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet. The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.

SUBMISSION OF APPLICATION:

Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40 hour full-time work week. Part-time work experience will be prorated based off a standard 40 hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.

ELIGIBILITY LIST: Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview. PROBATIONARY PERIOD: All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion. ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request in an email to https://mail.google.com/mail/?view=cm&fs=1&tf=1&to=HRMail@vcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process.

DEGREE INFORMATION:

If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. Visit the https://www.chea.org/state-licensed-or-authorized-institutions or the https://ope.ed.gov/dapip/#/home to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the list of agencies approved for foreign transcript evaluation (https://get.adobe.com/reader/). If applicable, an official copy of your foreign transcript evaluation will also be required upon hire.

For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our https://www.vcccd.edu/departments/human-resources/employment/classified-non-academic-careers.

To apply, please visit https://apptrkr.com/2606178

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