Executive Assistant

Administrative Support Specialist

Under general supervision, performs a full range of sensitive, highly responsible, and confidential office administrative and technical support functions of both a general and specialized nature in support of the Vice Chancellor, Human Resources. The current vacancy is a 12 month, full time (40 hour/week) position located at the District Administrative Center in Camarillo, CA. This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, non-bilingual and bilingual, temporary and regular vacancies for the duration of the list, not to exceed one year. Pursuant to Education Code Section 88091(b)(2), this position is at-will and does not lead to permanent status in the classification. If an employee's service in the position is discontinued for reasons other than disciplinary action, the employee shall have the right to return to a classification previously held or, if that classification no longer exists, to a similar classification as determined by the Personnel Commission of VCCCD.

Additionally, the position is FLSA Exempt and does not receive overtime.

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.

The Ventura County Community College District (VCCCD) is a public community college district serving residents throughout Ventura County. 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 promotes academic excellence and creates an inclusive educational and work environment for its employees, contractors, students, 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, VCCCD is committed to recruiting and employing a diverse and qualified group of administrators, faculty, and staff members who are dedicated to the success of all college students.

The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

Provide complex administrative support to the Vice Chancellor, Human Resources, relieving the administrator of a variety of clerical, technical, and administrative duties. Track, monitor, and maintain correspondence, timelines, and logs pertinent to labor relations, including collective bargaining; transcribe minutes at confidential meetings, including grievance hearings; research background information related to such meetings and initiate necessary actions to ensure resolutions are met; document resolutions from such meetings and conduct any necessary follow-up. Prepare and coordinate the composition and placement of human resources items for Cabinet and Board agendas, and ensure the information is accurate, complete, and properly categorized and presented. Manage the calendar of the Vice Chancellor, Human Resources and related departmental calendars; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner; arrange travel accommodations as necessary. Open, route, and sort correspondence and email; identify and refer matters to the Vice Chancellor, Human Resources in order of priority; respond independently to messages of a less urgent or complex nature; draft responses to messages that require review by the Vice Chancellor. Compose, format, edit, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals, presentations, brochures, and other materials using appropriate software. Collect and compile statistical and financial data and other information for inclusion to special and periodic reports; prepare special reports as necessary; research information and establish appropriate formats; develop and revise office forms and report formats as required. Maintain current financial and budget information; monitor budget expenditures; input data and perform various functions on the District's electronic information systems; prepare, review, and issue check requests as required. Provide information and assistance in person or by telephone regarding human resources practices, policies, and procedures to faculty, staff, administrators, and the public; receive and screen visitors and telephone calls and refer to appropriate staff members. Assist the Vice Chancellor, Human Resources in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs. 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, collective bargaining, student or controversial matters. Coordinate communication, events, and activities with other District departments and personnel, students, educational institutions, vendors and other outside organizations and the public. Train and provide work direction and guidance to others as assigned. Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. Provide assistance and support to the Executive Assistant to the Chancellor, as needed. Perform related duties as assigned.

A bachelor's degree from a recognized college or university AND three years of administrative support experience. Additional qualifying experience can substitute for education on a year for year basis.