Administrative Assistant to the Vice President for Academic Services

Administrative Assistant to the Vice President for Academic Services
Salary: $33.13 - $43.23 Hourly
Job Type: Classified Confidential - Full-Time
Job Number: 24-056
Closing: Continuous
Location: Imperial, CA
Division: Academic Services
Representative Duties
THE COLLEGEImperial Valley College is co-recipient of the 2023 Aspen Award for Community College Excellence. It offers a full range of associate degrees, professional certificates and basic skills courses as well as a comprehensive array of university transfer and education courses. IVC has an annual full-time enrollment of more than 10,000 students. The Aspen award committee noted that IVC has created one of the nation's most effective partnerships with local K-12 systems and has excelled in graduation rates and post-graduation success of its student population. Its student success is based upon IVC's work in eliminating barriers, addressing student challenges and fostering a culture of care in a rural area with high rates of poverty and traditionally low rates of educational attainment. Imperial Valley College is known throughout the region for its outstanding career programs, excellent programs of study in business, quality allied health, renewable energy and public safety programs and for excellent transfer and general education courses. IVC is also a major economic engine in Imperial County. It is responsible for infusing millions of dollars annually into the local economy through its construction projects, general operations and annual earnings of its current students and graduates. For additional details regarding Imperial Valley College click https://nam04.safelinks.protection.outlook.com/?url=https://issuu.com/reliancepublicrelations/docs/ivc_annual_report_2023-2024?fr=xKAE9_zU1NQ&data=05|02|gloria.arrington@imperial.edu|0527fcabcfa0459b172c08dc20f7dfae|bb370157d1f844bd837def4e1e9577f5|0|0|638421496194677272|Unknown|TWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0=|0|||&sdata=NWh7lubr4b5bgrz3eYjEY8T2MHNKtZTnrFogB67UZvs=&reserved=0.
BASIC FUNCTION:
Under the direction of an Executive Council administrator, provide complex administrative assistance and support to the head of a major College department; manage the department office, assuring that work is performed in a timely and accurate manner; represent the Executive Council administrator's office as appropriate.
DISTINGUISHING CHARACTERISTICS:This class differs from other office support classifications in that the Administrative Assistant provides primary assistance to the Executive Council administrator and often provides ongoing, independent support for one or more functions of the Executive Council administrator's assignment in addition to the regular assignment. Incumbents assigned to this classification are exposed to sensitive collective bargaining information and materials during the negotiating process and are designated as Confidential positions.
REPRESENTATIVE DUTIES:
Serve as administrative assistant to a Executive Council administrator, relieving the assigned Executive Council administrator of a wide and complex variety of administrative details.
Coordinate and manage specialized functions or projects independently as assigned; make decisions in accordance with State and federal laws and regulations, as well as College policies and procedures, and apply them to problem situations; receive and resolve complaints.
Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments and meetings and maintain the Executive Council administrator's calendar; arrange travel accommodations and meetings as necessary.
Research, analyze and evaluate a wide variety of issues, data, recommendations and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate.
Perform administrative support to assist the Executive Council administrator in meeting reporting requirements, functional responsibilities and research objectives; coordinate and manage assigned office; assign, schedule, coordinate, oversee and evaluate the flow of office work and assure that work is performed in a timely and accurate manner.
Serve as liaison between the Executive Council administrator and the Superintendent/President, administrators, managers, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining College policies and procedures or referring callers to the Executive Council administrator or others.
Discuss and review calendar and events daily with the Executive Council administrator to assure timely coordination of office activities and status of assigned projects; prepare preliminary responses to correspondence for Executive Council administrator's approval.
Assure that Board agenda items and supporting documents are developed, prepared and forwarded within College timelines and legal guidelines; assure the Executive Council administrator receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested; maintain confidentiality of records and information, including information regarding Board, College, personnel, student or controversial matters.
Monitor expenditure of funds and oversee office budget activities; maintain current account balances; recommend budget transfers, revisions and expenditures related to office supplies; prepare purchase requisitions.
Develop schedules related to department activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the Executive Council administrator and others of essential timelines.
REPRESENTATIVE DUTIESProvide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
Train, supervise and evaluate student workers and office assistants as assigned; order supplies and assure proper functioning of office equipment.
Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda and other materials according to established procedures and standards.
Inspect documents, forms, records and other materials for accuracy and completeness; process a variety of forms and documents according to established procedures; assure conformance to established guidelines and standards.
Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
Operate a microcomputer and peripherals, using word processing, spreadsheet, database management and other specialized software.
Operate a variety of other office equipment including calculator, copy machine, facsimile machine and dictation equipment.
Perform related duties as assigned.
Please click https://www.imperial.edu/ivc/files/HR/Job_Description/Classified_Confidential/Administrative_Assistant_Job_Description.pdf https://get.adobe.com/reader/ to view the full job description
Minimum Qualifications
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by two years of college-level course work in secretarial science, office administration, business administration or related field and four years increasingly responsible secretarial experience involving the operation of microcomputer using word processing, spreadsheet and data base management application software and including at least one year in providing administrative support in an administrative office, preferably in an educational environment.
LICENSE AND OTHER REQUIREMENTS: Valid California driver's license.
IMPORTANT: To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts (transcripts must show degree was awarded or conferred with a completion date). All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.
Supplemental Information
RANGE 3 ON THE UNREPRESENTED CLASSIFIED CONFIDENTIAL SALARY SCHEDULE: Initial salary placement is normally at Step 1, no higher than Step 3. Please click https://www.imperial.edu/ivc/files/HR/Salary_Schedules/062123_-_Consent_Agenda_-_Human_Resources_-_2023-2024_Confidential_Salary_Schedule.pdf https://get.adobe.com/reader/ to review current salary schedule.First Review of Applications:Complete application packets will be accepted until the position is filled; but those received by June 5, 2024are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.A standard application consists of the following:• Online District Application• Professional Resume• All Academic Transcripts showing the date degree was awarded/conferred.• NOTE: Please note that no additional attachments or information beyond the required documents noted above will be considered as part of the application. We kindly request that you adhere to the specified requirements outlined in the application guidelines.
For Additional inquiries please contact:Martha GutierrezHR Technician - RecruitmentPhone: 760-355-6212Email: mailto:martha.gutierrez@imperial.edu
EEO Information
EEO INFORMATION
Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.
COMMITMENT TO EQUITY AND DIVERSITY
With the goal of ensuring the equal educational opportunity of all students, Imperial Valley College embraces diversity among students, faculty, staff, and the communities we serve as an integral part of our history, a recognition of the complexity of our present state, and a call to action for a better future. Embracing diversity means that we must intentionally practice equity and respect toward one another, and understand that discrimination and prejudices create and sustain privileges for some while creating and sustaining barriers for others. In order to embrace diversity, we also acknowledge that institutional discrimination and implicit bias exist, and that our goal is to eradicate those vestiges from our system. Our commitment to diversity requires that we strive to eliminate those barriers to equity, and that we act deliberately to create a safe and positive environment where individual and group differences are valued and leveraged for our growth and understanding as an educational community.
To advance the goals of diversity, equity, inclusion, and social justice for the success of students and employees, we must honor that each individual is unique and that our individual differences contribute to the ability of the college to prepare students on their educational journeys. This requires that we develop and implement policies and procedures, encourage individual and systemic change, continually reflect on our efforts, and hold ourselves accountable for the results of our efforts in accomplishing our goals.
We are invested as a community in cultivating and maintaining a climate where equity and mutual respect are both intrinsic and explicit by valuing individuals and groups from all backgrounds, demographics, and experiences. Individual and group differences can include, but are not limited to the following dimensions: race, ethnicity, national origin or ancestry, citizenship, immigration status, sex, gender, sexual orientation, physical or mental disability, medical condition, genetic information, marital status, registered domestic partner status, age, religion, creed, military or veteran status, socioeconomic status, and any other basis protected by federal, state or local law or ordinance or regulation. We acknowledge that the concept of inclusion and diversity is ever-evolving, thus we create space to allow our understanding to grow through the periodic review of this statement. In service of these goals, Imperial Valley College is committed to fostering an employment environment that offers equal employment opportunity for all and an educational environment that ensures the equal educational opportunity of all students.
THE COLLEGEImperial Valley College is co-recipient of the 2023 Aspen Award for Community College Excellence. It offers a full range of associate degrees, professional certificates and basic skills courses as well as a comprehensive array of university transfer and education courses. IVC has an annual full-time enrollment of more than 10,000 students. The Aspen award committee noted that IVC has created one of the nation's most effective partnerships with local K-12 systems and has excelled in graduation rates and post-graduation success of its student population. Its student success is based upon IVC's work in eliminating barriers, addressing student challenges and fostering a culture of care in a rural area with high rates of poverty and traditionally low rates of educational attainment. Imperial Valley College is known throughout the region for its outstanding career programs, excellent programs of study in business, quality allied health, renewable energy and public safety programs and for excellent transfer and general education courses. IVC is also a major economic engine in Imperial County. It is responsible for infusing millions of dollars annually into the local economy through its construction projects, general operations and annual earnings of its current students and graduates. For additional details regarding Imperial Valley College click https://nam04.safelinks.protection.outlook.com/?url=https://issuu.com/reliancepublicrelations/docs/ivc_annual_report_2023-2024?fr=xKAE9_zU1NQ&data=05|02|gloria.arrington@imperial.edu|0527fcabcfa0459b172c08dc20f7dfae|bb370157d1f844bd837def4e1e9577f5|0|0|638421496194677272|Unknown|TWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0=|0|||&sdata=NWh7lubr4b5bgrz3eYjEY8T2MHNKtZTnrFogB67UZvs=&reserved=0.
To apply, visit https://apptrkr.com/5293411
The Imperial Community College District is committed to the principles of equal employment opportunity and will implement a comprehensive program to put those principles into practice. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, gender identity, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, ancestry, political or organizational affiliation, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. The District will strive to achieve a workforce that is welcoming to men, women, persons with disabilities and individuals from all ethnic and other groups to ensure the District provides an inclusive educational and employment environment. Such an environment fosters cooperation, acceptance, democracy and free expression of ideas.
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Salary : $33 - $43