Job Details

Executive Assistant, Superintendent/President, Board of Trustees
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Position Number: 5654529
Location: San Luis Obispo, CA
Position Type: Presidents and Chancellors

Executive Assistant, Superintendent/President, Board of Trustees

Cuesta College

Salary: $82,800.00 - $91,284.00 Annually
Job Type: Full Time
Job Number: FY2425-00068
Location: San Luis Obispo Campus, CA
Department: Presidents Office
Closing: 10/20/2024 11:59 PM Pacific

Job Description Summary

This position is based at the San Luis Obispo Campus, with occasional district travel and evening hours. The anticipated start date is January 2025.

DEFINITION

Under direction of the Superintendent/President, the Executive Assistants perform a wide variety of complex and responsible duties for the Superintendent/President and Board of Trustees; relieve the Superintendent/President of administrative and procedural details including oversight of the day-to-day operations of the office; and perform other related duties as required.

DISTINGUISHING CHARACTERISTICS

The position of Executive Assistant to the Superintendent/President and Board is at the highest level in the assistant series. The position incumbent experiences extensive contact with the public, staff, students, state and local government officials, community organizations, the media and/or other agencies. The position incumbent has access to and possesses information relating to the employer's employer/employee relations in the regular course of duty.

Performance of duties requires discretion, a working knowledge of District policies, rules and regulations, collective bargaining agreement, and the organizational structure. Success in the position requires professional demeanor, strong teamwork skills and the ability to be flexible, adaptable, and innovative.

The performance of duties by the Executive Assistant, Superintendent/President and Board of Trustees contributes to institutional effectiveness by doing the work required to support and facilitate processes required for District operation and compliance.

ABOUT THE COLLEGE

Where You Will Work
Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande.

Who We Are
Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) 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. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

Additional information about the college can be found at https://www.cuesta.edu/about/index.html
The college planning documents can be found athttps://www.cuesta.edu/about/collegeplans/index.html
Our Student Equity Action Plan can be found athttps://www.cuesta.edu/about/info/student-equity-initiatives/equity/index.html
We offer comprehensive benefit options. Information about benefits can be found at
https://www.cuesta.edu/about/depts/benefits-insurance/index.html

Essential Functions & Qualifications

ESSENTIAL FUNCTIONS

Serve as confidential assistant to the Superintendent/President and Board of Trustees;
Organize, plan, and oversee the day-to-day operations of the Office of the Superintendent /President under the general direction of and on behalf of the Superintendent/President;
Provide administrative support to the Board of Trustees on board-related matters; coordinate and schedule various appointments, meetings, and special events; make travel arrangements for conferences; and provide information/assistance as requested;
Plan, coordinate, and attend Board of Trustee meetings; prepare and post board agendas; receive and review agenda items/materials to ensure items are completed properly and timely in accordance with established procedures and standards; take and prepare minutes of proceedings; and complete board meeting follow-up items;
Prepare Board of Trustee agenda items related to board policies and administrative procedures and other agenda items related to and for the Office of the Superintendent/President;
Prepare communication bulletins and calendar of college activities for distribution to the Board of Trustees;
Assist in preparing correspondence and communications concerning college activities; and edit letters, reports, and any publications related to the Office of the Superintendent/President;
Assist in developing, reviewing, and revising board policies and administrative procedures; prepare proposals and oversee vetting of board policies and administrative procedures through the governance and board approval process; and monitor, track, maintain records, and publish board policies and administrative procedures;
Initiate and exercise independent judgment in the application and follow through of administrative decisions;
Maintain confidentiality of privileged and sensitive information related to employer/employee relations and other District actions;
Coordinate and manage the Superintendent/President's schedule; and screen calls and visitors;
Assist in the development of the Superintendent/President and Board of Trustee budgets; maintain and monitor budgets to ensure accounts are accurate and expenditures are within established limits; and advise on impacts of changes in budgeting and funding;
Accurately communicate District policies and procedures to the public, administrators, faculty, and staff;
Oversee the maintenance of filing systems of general files, archived files, and historical records of the Office of the Superintendent/President, Board of Trustees, and the District;
Provide direct assistance to the Superintendent/President and Board of Trustees in the preparation of appropriate documents, reports, memos, letters, and other pertinent material for meetings and in response to inquiries from various internal and external individuals or groups relating to the College's/District's operations and programs;
Provide administrative support for President's Cabinet and other committees and groups as assigned; and prepare and distribute agendas, background materials, and minutes as appropriate;
Prepare the Superintendent/President's unit/cluster plan;
Respond to and resolve inquiries and complaints; exercise judgment in policy explanations; and refer inquiries and complaints to appropriate staff (as necessary);
Serve in a confidential (non-represented) capacity regarding employer-employee relations. Take meeting minutes, refine, and distribute minutes in a timely manner. Revise and update union contracts, produce memorandums of understanding, and tentative agreements. Access confidential information that is used to contribute significantly to the development of management positions;
Assist the Assistant Superintendent/Vice President, Human Resources in various confidential tasks;
Track relevant legislative proposals;
Draft for review highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications;
May train and oversee the work of assistants;
Receive, coordinate, monitor, and respond to requests made under the Freedom of Information Act (FOIA) and/or the California Public Records Act (CPRA);
Coordinate a variety of activities and pertinent documentation related to the board of trustee election activities; and serve as the liaison between the District and the County Office of Education, the County Clerk's Office, and the Monterey Registrar of Voters regarding board of trustee elections;
Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of staff and students;
Establish and maintain effective and responsible working relationships with members of the faculty, staff, public, Board of Trustees, students, and county and state officials;
Serve as the Filing Officer for specific requirements under the Fair Political Practices Act and service and maintain the District's Conflict of Interest Code;
Serve as the web content manager for the Superintendent/President's Office, the Board of Trustees, and other webpages as directed;
Assist in organizing campus events, receptions, meetings, and special functions hosted by the Office of the Superintendent/President, ensuring all logistical details are managed effectively.

QUALIFICATIONS

Education and Experience

Required

Associate's degree and six years of related experience or Bachelor's degree with two years of related experience;
Education may be substituted for experience on the basis of one year of education for two years of experience.

Knowledge of:

District organization, programs, policies, procedures, rules, pertinent Federal, State and local laws, codes, and regulations;
Modern office procedures, methods and practices;
Principles of and the ability to write letters and reports;
Professional, effective techniques in dealing with the public in person and on the telephone, including tactics to diffuse an escalating situation;
Techniques of and the ability to write business letters and reports;
Modern office equipment, computer equipment, and current software programs including but not limited to word processing, spreadsheet, and data base programs; Internet usage for uploading and downloading business related documents/forms, web site maintenance;
Correct English usage: grammar, spelling, vocabulary, punctuation, and proofreading;
Supervisory techniques.

Ability to:

See for the purpose of reading laws and codes, rules and policies and other printed matter;
Interact professionally with the community, donors, Board Members, students, faculty, staff and administration and county and state officials at all times;
Understand and carry out oral and written directions;
Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical Ability to:

Read and comprehend printed matter and text and data on computer monitors;
Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
Sit or stand for extended periods of time;
Lift and/or carry 25 pounds;
Exert manual dexterity sufficient for keyboard and other office equipment operation; and
Ability to multi-task, producing excellent quality work;

License and Certificates:

Valid driver's license and eligible to obtain California driver's license upon hire.

Additional Information

REQUIRED DOCUMENTS TO APPLY
Candidates will be required to submit ALL of the required documents below when applying for this position. When uploading documents, PDF uploads are preferred.

Cover letter;
Reference List (see further instructions below);
Unofficial transcripts.

Reference List Instructions: Your reference list must include five (5) professional references, their contact information, and their relationship to you.

Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

SALARY SCHEDULE
Below is the full salary schedule range for this position, steps A through E. Per Cuesta College's policies, new employees are placed at Steps A through C, which is the anticipated hiring range also listed below. The bargaining agreement also includes step and longevity increases. For a full salary schedule, please see our website: https://www.cuesta.edu/about/depts/humanresources/salary_schedules.html

Salary Schedule Range: $6,900 - $8,387 per month.
Anticipated Hiring Range: $6,900 - $7,607 per month.

ADDITIONAL INFORMATION
Cuesta College will not sponsor any visa applications.

San Luis Obispo County Community College District ("Cuesta College") is an equal opportunity employer committed to nondiscrimination on the basis of race, ethnicity, color, religion, national origin, sexual orientation, gender, gender identity, gender expression, marital status, medical condition, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), age, disability (physical and mental), genetic information, military and veteran status, or any other characteristic protected by applicable federal and state law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Reasonable accommodations will be provided for applicants with disabilities who self-disclose. Cuesta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.

In compliance with California law, all prospective staff and students are entitled to read the Annual Security Report, published each October by the Cuesta College Department of Public Safety. This report contains information about our emergency and crime reporting procedures, as well as crime statistics for the past 3 years. You may request a copy of this report at one of our two Public Safety Offices: on SLO campus at Building 6600A or on North County Campus at building N1021, during campus business hours. You may also access the complete text of this report at the following website address: https://www.cuesta.edu/about/depts/publicsafety/clery_act

Cuesta College uses E-Verify as part of the I-9 process to verify the work eligibility of all new hires. E-Verify is an Internet-based system that compares information from an employee's Form I-9 to data from U.S Department of Homeland Security and Social Security Administration records. For further information, visit: https://www.cuesta.edu/about/depts/humanresources/Job_Opportunities.html

To be considered for this position please visit our web site and apply on line at the following link: https://www.governmentjobs.com/careers/cuesta

The San Luis Obispo County Community College District promotes inclusiveness, prohibits discrimination, and encourages all qualified persons to apply. As an Equal Employment Opportunity Employer, Cuesta College actively seeks candidates with diverse backgrounds to assist students, staff, and faculty. For ADA (Americans with Disabilities Act) assistance with the application and/or interview process, please contact the Human Resources Office: (805) 546-3129.