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Grossmont/Cuyamaca Community College District

EXECUTIVE ASSISTANT III
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Position Number: 1497138
Location: El Cajon, CA
Position Type: Executive Assistants

EXECUTIVE ASSISTANT III

R-00806
San Diego County - District Office

Transforming lives through learning isn't just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Your application must be completed in one sitting. The system will not save an incomplete or unsubmitted application. Please be attentive when applying as many of our positions require multiple attachments. Please review the special instructions to applicants on the job announcement for requirements. For the most seamless process, we strongly encourage you to prepare the required materials before beginning your application.

Job Summary
Application Deadline: July 8, 2019 at 11:59 p.m.

Department: Human Resources

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. with flexibility

Shift Differential: None

Starting Salary Range:
Range: C-G; $4,948 (Step A) or $5,196 (Step B) or $5,456 Monthly
Based on education and experience

Anticipated Start Date: August 2019
Job Description

The Grossmont Community College District is actively seeking an Executive Assistant III. The successful candidate will report to the Vice Chancellor of Human Resources and will support a large Human Resources department. The Human Resources Department serves GCCCD faculty, staff, and administrators by providing excellence in human resource leadership and services in support of our academic mission. The Human Resources Department offers a dynamic fast-paced diverse work environment.

SUMMARY:

Under the direction of a College President/District Vice Chancellor, perform a variety of complex and responsible secretarial and administrative support duties to relieve the administrator of administrative details.

ESSENTIAL FUNCTIONS:

Organize and manage the day-to-day activities of the President's/Vice Chancellor's office to assure efficient and effective office operations; coordinate communications; perform complex duties to relieve the administrator of administrative detail.
Perform complex and responsible administrative assistance duties requiring specialized and extensive knowledge of the operations of the President's/Vice Chancellor's office and related legal educational administration functions.
Serve as office manager and receptionist for the assigned administrator; greet visitors and answer phones; organize and establish filing and record keeping systems; maintain supplies; open, screen and route mail.
Prepare correspondence and memoranda independently or from oral instruction including material of a confidential nature.
Type a wide variety of materials such as correspondence, reports, forms, memoranda and other documents. Prepare agenda items and backup materials for meetings; take and transcribe minutes and distribute to appropriate personnel. Take and transcribe notes and proposals from Collective Bargaining negotiation sessions.
Coordinate communication and activities with other district departments and personnel, students, labor representatives, educational institutions, high schools, other outside organizations and the public as appropriate.
Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments and meetings and maintain administrator's calendar; arrange travel accommodations as necessary.
Answer questions and provide information to district personnel and others regarding district policies, procedures and regulations.
Organize and maintain a variety of complex files and records often involving materials of a confidential nature; maintain confidentiality of records and information, including information regarding board, district, personnel, student or controversial matters.
Monitor and maintain current financial and budget information, monitor budget expenditures and prepare purchase orders, assist with budget preparations, manage funds to balance accounts.
Make decisions in accordance with laws, regulations, policies and procedures and apply them to problem situations; resolve problems not requiring the President's/Vice Chancellor's attention.
Compile information and data for reports and assist in the preparation of statistical and narrative reports; conduct research as required; may prepare annual surveys related to area of assignment; input and retrieve computerized data as required.
Inspect documents, forms, records, reports and other materials for accuracy and completeness; process and prepare a variety of forms, brochures, training materials, and documents according to established procedures.
Operate a variety of office equipment including a personal computer, calculators, copy machines and dictation equipment. Assist with clear and consistent communication utilizing a variety of media and venues.

SECONDARY FUNCTIONS:

Train and provide work direction and guidance to student workers and others as assigned.
Substitute for other secretarial personnel as needed.
Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.
Maintain currency of qualifications for area of assignment.
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Modern administrative office practices, procedures and equipment including telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Basic research methods.

ABILITY TO:

Perform complex and responsible secretarial and administrative support duties.
Learn quickly the operations, policies and procedures of the President's/Vice Chancellor's office.
Interpret, apply and explain rules, regulations, policies and procedures.
Communicate effectively both orally and in writing.
Transcribe minutes for committee meetings efficiently and effectively.
Work independently with little direction; plan, organize and prioritize work; meet schedules and timelines.
Maintain a variety of files, records and statistics and prepare reports
Analyze situations accurately and adopt an effective course of action.
Use a personal computer including various software packages (e.g., word processing, spreadsheets, databases, etc.) and operate a variety of office equipment such as calculators, copiers and dictation equipment.
Understand and follow oral and written directions.
Make arrangements for meetings and conferences.
Train and provide work direction to others.
Establish and maintain cooperative and effective working relationships with others.
Work confidentially with discretion.

MINIMUM QUALIFICATIONS:

EDUCATION:

Graduation from high school or equivalent supplemented by formal training in business office technology.

EXPERIENCE:

Three (3) to five (5) years of Increasingly responsible secretarial experience including a minimum of two (2) years administrative or executive secretary experience. Experience transcribing minutes for committee meetings. Experience utilizing complex rules and regulations as resource for administrative support assignments.

WORKING CONDITIONS:

Confidential position. Typical office environment.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:
Application must be completed in one sitting. Incomplete or unsubmitted applications cannot be saved.

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.
Be sure you have the following materials prepared and ready to attach BEFORE beginning your application.

*note* application materials with pictures or personal information will render your application incomplete. Please do not include any materials that we did not ask for.
Position specific required documents:

Complete and current resume
1-2 page cover letter addressing how you meet the qualifications for this position. *note* the cover letter is also used while screening your application materials to gain information about your qualifications.

*note* please upload .doc or PDF files. If you are working on Google Docs or Mac files please be sure to save under .doc or PDF for file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by calling (619) 644-7679.

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.

To apply, visit https://gcccd.wd1.myworkdayjobs.com/en-US/gcccdcareers/job/San-Diego-County---District-Office/EXECUTIVE-ASSISTANT-III_R-00806.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.