Executive Assistant (to Vice President)

Palomar College; San Marcos, Northern (CA, KY); Hybrid; USD 78,000 - 95,000; Full time

Benefits offered by this job

Insurance fully paid for employees and

Dependents health plans

Vacation, sick leave and 25 paid leave

Life insurance and long-term care

Employee Assistance Plan (EAP)

CalPERS enrollment

Job summary

Palomar College in San Marcos, CA seeks an Executive Assistant (to Vice President) to provide complex secretarial and administrative support. The role coordinates daily operations, maintains calendars, handles confidential information, and prepares meetings/minutes for the Assistant Superintendent/Vice President.

Work location may shift among Palomar campuses. The position is full-time with a generous benefits package, including health insurance, leave, and CalPERS.

Qualifications

• Four years of increasingly responsible secretarial experience, including experience in an administrative office operating automated equipment and systems.
• Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.
• Equivalent to an Associate’s degree from an accredited institution in business administration or a related field.

Responsibilities

• Organizes and coordinates day-to-day office activities to ensure efficient operations.
• Performs administrative duties with initiative and judgment in administrator’s absence.
• Maintains calendars, responds to inquiries, and takes/transcribes minutes.

Skills

Secretarial experience

Calendar management

Administrative support

Education

Associate’s degree in business administration or related field

Tools

Microsoft Office

Office equipment

Job description

Please see Special Instructions for more details.

The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Position Information

Position Title

Position Title Executive Assistant (to Vice President)

Department

Department Human Resource Services (Dept)

Primary Location

Palomar has multiple campus locations (San Marcos, Escondido, Rancho Bernardo and Fallbrook); training may occur at any of these locations and the work location is subject to change depending on future department needs.

Full or Part Time

Full or Part Time Full-Time

Category

Category CAST

Hours per week 40

Number of Months

Number of Months 12 month

Work Schedule

• The work schedule for this position will be Monday through Friday, 8 hours per day, with specific work hours to be determined by the Vice President of Human Resource Services.
• Occasional night and weekend hours may be required due to department needs.

Grade

Grade 48

• $7,019.03 [step 1] – $8,550.90 [step 5]. Step placement may be negotiable within this range dependent upon education and experience.
• If you are a current employee who applies via the external recruitment process and is selected for a promotion, step placement on the new grade will be in accordance with the applicable District agreement/handbook.

Salary/Wage Frequency Monthly

In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO , and the vision plan (additional plans are available that require employee buy up/monthly contribution)
• Vacation, sick leave and 25 paid holidays
• $80,000 employee term life/accident insurance policy (additional buy up options available)
• Employee long-term care insurance
• Employee Assistance Plan ( EAP ) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
• Additional buy up options available for other voluntary insurance benefits
• Enrollment in CalPERS (California Public Employees Retirement System)

The estimated maximum value of this employer-paid benefits package is approximately $31,245.84 annually.

Primary Function

Responsible for providing complex secretarial and administrative support to an Assistant Superintendent/Vice President to include: coordinating daily operations of the office; performing highly specialized and confidential administrative work; maintaining calendars; responding to and resolving complaints; and taking and preparing meeting minutes.

Minimum Qualifications

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

• Experience: Four years of increasingly responsible secretarial experience, including experience in an administrative office operating automated equipment and systems.
• Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.

AND

• Education: Equivalent to an Associate’s degree from an accredited institution in business administration or a related field.

Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services ( NACES ) website at https://naces.org/ , or the Association of International Credential Evaluators, Inc. ( AICE ) website at http://aice-eval.org/ .

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement

Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism ( DEIAA ). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:

• Access – We make education possible for everyone.
• Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

Preferred Qualifications

N/A

Licenses and/or Certificates

N/A

Supervision Received and Exercised

Supervision Received From: An Assigned Assistant Superintendent/Vice President
Supervision Given: N/A

Duties and Responsibilities

Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following:

• Organizes, coordinates, and oversees the day-to-day activities of the assigned office to ensure efficient and effective office operations; organizes and coordinates office activities and communications; performs complex duties to assist the administrator with details.
• Performs complex and responsible administrative assistance duties requiring specialized and extensive knowledge of the assigned area; performs duties with substantial initiative and judgment to attend to issues in the absence of the assigned Assistant Superintendent/Vice President as authorized.
• Greets visitors and answers telephones; organizes and establishes filing and record-keeping systems; sorts and prioritizes mail and correspondence for administrator’s personal reply or signature.
• Serves as a liaison between administrators, faculty, staff, students, the community, and/or other relevant parties; provides information regarding District programs, policies, procedures, and regulations; responds to difficult, sensitive, and/or confidential inquiries or requests for information.
• Coordinates the resolution of problematic issues and/or areas within assigned area of responsibility, including facilities, maintenance, equipment, and/or other related items.
• Trains and directs student and short-term workers as assigned; organizes, coordinates, and oversees office workflow; assures completion of clerical assignments in accordance with established timelines and approved procedures.
• Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, outside organizations and the public.
• Coordinates and processes various special projects and programs for the Assistant Superintendent/Vice President and the division; communicates policies and procedures with faculty, administration and staff; evaluates documents for completeness and accuracy.
• Screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and interviews and maintains administrator’s calendar; coordinates travel arrangements and accommodations.
• Composes, types, disseminates, and prepares Governing Board actions for assigned area in accordance with established formats; compiles and organizes appropriate background materials.
• Provides information and answers questions from students, District personnel, and the general public regarding District programs, policies, procedures, and regulations; relays information, messages, and directives from the administrator.
• Enters data, maintains records, and generates reports for assigned area of responsibility.
• Types a variety of correspondence, reports, forms, contracts, lists, requisitions, memoranda, letters and other documents from rough draft, verbal instruction, or general notes; formats, proofreads, and prepares a variety of written materials; maintains confidentiality of sensitive materials.
• Receives and transcribes dictation of letters and memoranda, including material of a confidential nature; prepares correspondence and memoranda independently or from oral instructions; determines appropriate format and presentation.
• Maintains a variety of complex hard copy and/or electronic files and records often involving confidential materials; maintains confidentiality, including, but not limited to, information regarding Governing Board, District, personnel, student, collective bargaining, and controversial matters.
• Compiles information and data and assists in the preparation of statistical and narrative reports; conducts research as required; inspects documents, forms, records, and other materials for accuracy and completeness; processes forms and documents according to established procedures.
• Prepares agenda items for division meetings; attends, participates, and takes and transcribes minutes and distributes to appropriate personnel.
• Assists in the preparation, tracking, and monitoring of assigned budgets; assists division personnel in the development and allocation of budgets and expenditure of funds; inspects and resolves discrepancies in account balances.
• Plans, coordinates, and organizes specialized programs, events, and/or other related items as assigned.

Marginal Functions:

• Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information.
• Participates in shared governance through service on planning and/or operations committees and task forces.
• Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities

Knowledge of:

• Advanced knowledge of Microsoft Office suite software.
• Organization, policies, and procedures of an assigned educational administration area.
• Modern office practices, procedures and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Office management principles and practices.
• Principles of business letter writing and basic report preparation.
• Principles and practices of financial record-keeping and reporting.
• Applicable federal, state, and local codes, laws, and regulations, including applicable sections of the California Education Code and the Privacy Act.
• Administrative analysis and report writing techniques.
• Basic budgeting principles.
• Customer service