Administrative Assistant to Assistant Superintendent/Vice President
Salary: $55,068.00 - $66,936.00 Annually
Job Number: FY2021-00034
Location: Cuesta College - San Luis Obispo Campus, CA
Department: Administrative Services
12/6/2020 11:59 PM Pacific
Job Description Summary
ABOUT THE COLLEGE
Located in the heart of scenic San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. Committed to being an inclusive institution that inspires a diverse student population to achieve their educational goals, we are proud to be designated as an Hispanic-Serving Institution (HSI) by the U.S. Department of Education. Cuesta College is committed to racial and socioeconomic diversity that reflects our student population; we strive to hire candidates that share the value of commitment to diversity and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified staff, 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
The college planning documents can be found at
Our Student Equity Action Plan can be found at
We offer comprehensive benefit options. Information about benefits can be found at
The incumbent in this position provides high level administrative support in a complex environment to ensure the day-to-day fulfillment of the responsibilities and commitments of the Assistant Superintendent/Vice President. The position supports the Vice President's projects and time administration, including coordination of meetings and special events. Responsible for management of the Vice President's professional calendar and schedule; relieves the administrator of a variety of office and administrative details to frequently coordinate/prepare material of a highly confidential and sensitive nature; assist with interpretation of college policies and other documents; and perform other related duties as required. The position is in frequent contact with other senior district leaders.
Incumbents serving in positions assigned to this class have, in the regular course of duty, access to, and may possess information relating to employer's employer/employee relations, bargaining, employee grievances, student grievances, etc.
Incumbents in this position participate in the management of their Vice President's activities by performing administrative duties requiring a broad knowledge of their respective Vice President's areas of responsibility. Incumbents must be sufficiently aware of the significance and implications of activities within or affecting the office to know when to advise or interrupt their Vice President and they must use a high degree of judgment in determining the essence of potential problems so as to develop information quickly which can be used by their Vice President.
Positions allocated to this class experience extensive contact with managers, faculty, staff, students, and the general public. Performance of duties requires a working knowledge of District policies, rules, regulations, and the organizational structure; the maintenance of confidentiality; and the ability to follow through independently so that tasks and processes are completed in accordance with timelines.
The performance of duties by the Administrative Assistant contributes to institutional effectiveness by facilitating processes required for District operation. For example: assists in the development and interpretation of reports and presentations; interprets policies and procedures to students, faculty, staff, and public and regulatory bodies.
Essential Functions & Qualifications
- Demonstrated ability to analyze problems, make recommendations, take appropriate courses of action and exercise good judgment in decision making;
- Provide administrative support and essential coordination for College Committees (Accreditation Steering Committee, College Council Committee, Planning and Budget Committee, Strategic Planning Committee, and Enrollment Management Committee) not to be limited to scheduling, assisting with agenda development, preparing support documents and taking minutes;
• Provide high level administrative duties for the Office of the Assistant Superintendent/Vice President;
• Schedule appointments and maintain appointment calendar for the Assistant Superintendent/Vice President;
• Explain College policies and regulatory procedures to the public, administrators, faculty, and staff;
• Demonstrated ability to analyze problems, make recommendations, take appropriate courses of action and exercise good judgment in decision making;
• Assemble, organize, and interpret financial, enrollment, and/or other data and draft reports, operating manuals, and schedules;
• Demonstrated executive-level office management skills through strong planning and coordinating of projects and workflow;
• Compose correspondence (independently and from general direction);
• Independently develop and design multi-media presentations for faculty , staff, the Board of Trustees, the general public, and other district groups;
• Prepare agenda items for the Board of Trustees meeting;
• Maintain department and district website and SharePoint site to include but not limited to posting meeting agendas and minutes, and district planning documents;
• Identify and facilitate solutions for managers, faculty, staff, and students regarding a variety of processes;
• Proofread printed and electronic reports, letters, and other printed material;
• Process Board policy cyclical updates and reviews;
• Assist in report and planning document analysis to ensure preparation guidelines are met and submission is complete;
• Coordinate travel arrangements, to include processing of all applicable documents;
• Interview, hire, and oversee the work of temporary employee(s);
• Plan and coordinate logistics and materials for on/off campus group meetings, receptions, social functions, and workshops;
• Assist in organizing the unit plan and materials, syntheses, and compilation of cluster plan;
• Track budget expenditures for the Cluster;
• Maintain the confidentiality of sensitive information.
Administrative Assistant to Assistant Superintendent/Vice President of Administrative Services
• Prepare, develop and submit to the California Community College State Chancellor's Office the annual Five-Year Construction Plan and the Facilities Space Inventory;
• Independently communicate and work with legal counsel on a variety of matters such as bid documents, capital outlay projects, tort claims, etc.;
• Coordinate and review the formulation and finalization of contracts as required in coordination with management and Legal counsel. Ensure compliance of appropriate regulations. Research and prepare analysis as required;
• Responsible for identifying, evaluating, and analyzing risks inherent to the operation of the college;
• Reviews the insurance section of college contracts; manages distribution of Certificates of Insurance to outside sources; keeps on file Certificates of Insurance provided to the college from outside vendors providing contractual services to the college; reviews Certificates of Insurance provided to the college for all activities;
• Works with departments to ensure proper coverage of new and expanding high risk programs of study or where contractual agreements are in place that require additional insurance coverage. Maintain the on-line Room Utilization Program;
• Monitor funding and expenditures and compile state reimbursement reports for deferred maintenance, hazardous substance and capital outlay;
• Coordinate and develop bid documents for funded capital outlay projects (insuring that appropriate insurance, bond and administrative requirements are satisfied);
• Research and compile background information for special projects;
• Prepare, process, and review insurance coverage inquiries and claims;
• Act as alternate to JPA Property and Liability Insurance Board Meetings.
Essential functions of particular positions within classifications may vary because job duties may vary by work location.
• Associate degree, with four years of related experience or Bachelor's degree with two years of related experience.
• Progressively responsible administrative support experience.
- College organization, programs, policies, rules, and regulations;
- Principles of report writing;
- Principles of business letter writing;
- Proofreading techniques;
• Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software;
• Correct usage of English, grammar, spelling, punctuation, and vocabulary;
• District policies and procedures.
• Establish and maintain cooperative working relationships with those contacted in the performance of duties;
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.
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.
License and Certificates (current within the last year):
• Minimum 50 wpm Keyboarding/Typing certificate;
• Valid driver's license and eligible to obtain California driver's license upon hire.
REQUIRED DOCUMENTS TO APPLY
Candidates will be required to submit a cover letter, resume, reference list, and diversity statement when applying for this position. When uploading documents, PDF uploads are preferred.
Diversity Statement Instructions: Cuesta College is committed to building and maintaining a workforce that reflects and honors the diversity of our students. It is important to us that our faculty, staff, and administrators demonstrate an understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, ethnic, and religious backgrounds as well as sexual orientation and abilities of all constituents in the Cuesta College community.
In 500 words or less please explain how, in the role of Administrative Assistant to Assistant Superintendent/Vice President, you would ensure and promote inclusion and equity to the campus community.
Reference List Instructions: Your reference list must include three professional references, their contact information, and their relationship to you.
* Please note that a degree is required for this position, please make sure your degree is listed on your application and/or your resume.
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.
Below is the full salary schedule range for this position, steps A through E. Per our bargaining agreement, we can only place new employees at Steps A through C, which is the anticipated hiring range also listed below. For a full salary schedule, please see our website: https://www.cuesta.edu/about/depts/humanresources/salary_schedules.html
• Salary Schedule Range: $4,589 - $5,578 per month.
• Anticipated Hiring Range: $4,589 - $5,060 per month.
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
Interview Process Information
Selected applicants will be invited to attend an interview and skills test via ZOOM on Tuesday, December 15, 2020.
To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/2077963
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.
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