(Full-time) Executive Assistant to the Superintendent/President / Public Information Officer

OVERVIEW
The Shasta-Tehama-Trinity Joint Community College District (Shasta College) sits at the northern end of the Sacramento Valley, surrounded by mountains to the north, east, and west. The area provides a wide array of outdoor amenities and activities with miles of hiking and biking trails, national parks, two lakes, and the Sacramento River.  The main campus is located in the city of Redding, population 90,000.  The area is characterized by excellent schools with high graduation rates, low traffic, and low housing prices (Zillow average 395,000 vs. California state average of 786,000).

Shasta College is committed to providing its diverse student population with equitable education outcomes, contributing to the social, cultural, intellectual, and economic development of our communities. The college has been recognized as a leader in developing and implementing innovative education programs to increase student success, including accelerated pathways for high school students to achieve a bachelor's degree and for returning students to complete their Associate and Bachelor's degrees. Shasta College enrolls more than 11,000 students annually and provides educational services to students with a wide range of skills and abilities.

Our ideal candidate is motivated to join a campus community prioritizing the success of our diverse staff and student population. Providing equitable outcomes so all members of our community may enjoy safe, healthy, and vibrant educational and employment environments is critical to our success. 

Administrator positions in the California Community College system offer a unique opportunity to contribute to the empowerment of our students seeking to improve their lives and communities. Our administrators manage a wide range of programs and lead faculty and staff in engaging our diverse employee and student populations, facilitating equitable outcomes for all through the management of our various employment and academic programs. As an administrator at Shasta College, you will join a vibrant community of professionals working collaboratively to provide a positive, healthy educational environment where our students experience diverse academic and cultural perspectives. A career at Shasta College offers a highly rewarding and enriching employment experience.

DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES
To serve as an Executive Assistant to the Superintendent/President by performing a wide variety of difficult and highly complex administrative and clerical duties including those of a confidential nature; to process administrative details not requiring the immediate attention of the Administrator including communication of District policy, preparation of reports and other administrative tasks; to act as the Public Information Officer by providing information about the college to media sources and the general public; and to provide information and assistance to the Board of Trustees, college staff, students and the general public. Employees in this classification receive limited supervision within a framework of standard policies and procedures and exercise responsibility for the day-to-day supervision of the administrative office. This job class requires good organizational, problem solving, communication and budgetary skills as well as knowledge of state and local policies and procedures. This is a classified management position.

CLASSIFICATION: Range 30 on the Administrative Salary Schedule, 40 hours per week, 12 months per year.  Work assignment hours are 8:00 a.m. - 5:00p.m., Monday through Friday.

SUPERVISOR: Superintendent/President or designee.

• Exercises responsibility for the day-to-day supervision of the Superintendent/President's Office.
• Serves as liaison for the Superintendent/President and the Board of Trustees, other educational administrators, staff, students, representatives of educational and community agencies and the general public by responding to requests, answering questions, clarifying information, resolving problems, explaining District policies and procedures or referring callers to others as necessary. Works as liaison with administrators, attorneys, and staff on matters of a confidential nature.
• Coordinates and oversees executive functions and events; coordinates, oversees, and evaluates the flow of office work and ensures that work is performed in a timely and accurate manner; recommends improvements in work flow, procedures and use of equipment and forms; reviews, updates and informs the Superintendent/President and others of essential timelines.
• Promotes positive relationships with community agencies.
• Represents Shasta College to the public by providing periodic specialized press releases in partnership with Marketing Department staff.
• Acts as an information source to staff, students, parents, and the general public; provides information or answers questions where independent judgment, knowledge, or interpretation of college rules, regulations, and policies/procedures are necessary, and  uses discretion in disseminating same.
• Screens visitors and telephone calls; responds to sensitive questions and complaints.
• Provides complex and responsible executive support and confidential assistance relating to collective bargaining issues, staff evaluations, personnel matters and legal actions; relieves the Superintendent/President of a wide variety of clerical, technical and administrative detail.
• Exercises independent judgment and discretion in scheduling appointments and meetings for the Superintendent/President; prepares and maintains a calendar of events to ensure timely coordination of office activities and status of assigned projects; develops schedules related to District activities and services.
• Coordinates and arranges a variety of meetings for the Superintendent/President and Board; provides the Superintendent/President with materials and information in preparation for appointments and meetings.
• Makes travel arrangements for the Superintendent/President, the Board of Trustees, and/or other parties.
• Works with the Superintendent/President to prepare outlines and content for speeches, presentations and other written publications for internal or external communication.
• Participates in preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner.
• Maintains contact with employee groups, legal counsel and government agencies on the Superintendent/President's behalf; coordinates collection and dissemination of information and documentation including Conflict of Interest code requirements; assists the Superintendent/President in matters relating to labor negotiations, labor contract grievances and employee litigation.
• Serves as official recorder for meetings of the Board of Trustees and attends closed sessions; prepares and reviews agenda items with Administrators and Board of Trustees; ensures that Board agenda items and supporting documents are developed, prepared and forwarded within District timelines.
• Ensures District compliance with the Brown Act.
• Works with shared governance and legal counsel to develop, update, publish and communicate Board policies and administrative procedures; interprets and communicates policies and procedures to internal and external constituencies.
• Prepares agendas, takes meeting minutes, and disseminates meeting materials for various committees, as needed.
• Composes correspondence independently; prepares preliminary responses to letters, general correspondence and personal inquiries of a sensitive nature for Administrator’s approval.
• Utilizes computer systems to access information, prepare reports, and coordinate office technology functions and procedures.
• Establishes and maintains files and informational retrieval systems.
• Supervises office staff.
• Performs other related duties as required.

• Pertinent federal, state and local laws, codes and regulations including applicable sections of the Education Code, Title 5, the Brown Act, and other legal requirements related to the area of assignment.
• Community college environment.
• Basic public relations methods and techniques.
• Principles and techniques in customer relations including proper office etiquette.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Operational characteristics, services, and activities of the functions, operations, and programs of the assigned executive office.
• Work organization and office management principles and practices.
• Processes, procedures, and practices of accounting, budget preparation, and administration.
• Principles, practices, and procedures of business communications and report writing.
• Principles and practices used to establish and maintain files and information retrieval systems.

• Learn, interpret and apply District policies and procedures.
• Work effectively with the media.
• Perform responsible and complex office support functions using independent judgment, personal initiative and confidentiality.
• Oversee and participate in management of administrative functions and operations of the assigned office; organize work to meet schedules and changing deadlines.
• Exercise tact, diplomacy, and good judgment in dealing with administrators, faculty, staff, students and the general public.
• Establish, review, and revise office work priorities; coordinate office workflow.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.
• Respond to requests and inquiries from students, public constituents and other college departments; effectively present information in a clear and concise manner.
• Keyboard or enter data at a speed necessary for successful job performance.
• Use correct English, grammar, spelling, punctuation, and vocabulary.
• Participate in the preparation and administration of assigned budgets.
• Prepare a variety of clear and concise reports and correspondence.
• Establish and maintain filing systems.
• Operate office equipment including computers and applicable software programs.
• Work independently and effectively in the absence of supervision.
• Effectively communicate both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

• Associate Degree required. Bachelor’s degree or equivalent in training preferred.

• Three years of increasingly responsible administrative or office management experience requiring the exercising of independent judgment and decision making, preferably in a community college district.
• Sensitivity to the diverse populations served.

To be considered a candidate for an Administrative position, the applicant must submit ALL of the following materials: 

• Online Application with the following materials attached:
• Cover letter addressing criteria listed in the position announcement
• Current resume and/or placement file
• College transcripts (unofficial will be accepted at the time of application)

Attention Applicants:

• After application has been submitted, all application materials will be screened.
• Internal candidates must also submit all required materials to be considered.
• Candidate evaluations will not be considered.
• Reference letters from any member of the Hiring Committee or Board Members will not be considered.
• Interviews will be by invitation only.
• Interviews may be by Zoom.
• The District does not reimburse for new hire moving expenses.

New Administrative Appointments will be placed at the step 1 on the Administrative Salary Schedule and will graduate to the next step on July 1st of the following year if they have rendered 5 months of satisfactory service, with subsequent steps annually thereafter to a maximum fifth step.

Salary placement would only be negotiable if the candidate held the same position with another community college and step 2 or 3 would be the maximum considered depending on the number of years of service.