Administrative Assistant, Student Life

Napa Valley College is seeking an Administrative Assistant, Student Life.

The incumbent in this position will be providing a variety of complex administrative support functions; assisting in the resolution of student and staff issues; preparing various documents for district, state, and federal agencies; providing assistance to student workers and staff; assisting other departments and divisions as needed; and participating in the development of annual and long-term plans in conjunction with budget development and program management. Employees in this job classification perform the functions and related tasks indigenous to the work assignment and/or location in which they serve.

This job reports to the Manager, Student Life.

This is a full-time, 12-months-per-year, classified position. The salary has an appropriate placement on Range 11 of the current Classified salary schedule. The starting salary range is $4,083 to $4,727/month, with future steps up to $5,743/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.

About Napa Valley College

Established in 1942, Napa Valley College (NVC) is one of 116 public community colleges in the California Community College system. NVC serves a diverse community of students by providing a wide range of high-quality educational programs and comprehensive student services, to help students succeed in the education, progress in the workplace, and engage in the civic and cultural life of the community. The College also stimulates the development and growth of the region through its educational, economic, and workforce opportunities, community partnerships and services. NVC is accredited by the Accrediting Commission for Community and Junior Colleges (ACCJC), an institutional accrediting body recognized by the Council for Higher Education Accreditation (CHEA) and the U.S. Department of Education. NVC is also designated by the U.S. Department of Education as a Hispanic-Serving Institution as it has an enrollment of undergraduate full-time equivalent students that is more than 25 percent. 

For more information about NVC, click here. For information about our new campus housing for students AND employees, click here.  

DUTIES AND RESPONSIBILITIES

Essential Functions:

• Compiles data from a wide variety of sources (e.g., time sheets, calendars, expenditures/budget, contracts, grants, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for the assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g. special events, data for the California Community Colleges Chancellor's Office, liaising with college staff, travel itineraries for conferences, etc.) for the purpose of completing necessary processes, activities and/or delivering services in a professional and timely manner.
• Maintains and processes a wide variety of complex manual and electronic documents, files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains all assigned records (e.g., record of authorization, insurance litigation materials, grant reporting, etc.) for the purpose of ensuring proper implementation of necessary departmental programs and processes.
• Monitors program/department budgets (e.g., income and expenditures by program, program compliance, etc.) for the purpose of providing necessary budgetary overview.
• Monitors a wide variety of processes and activities, applicable to position, on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, budget preparation, student processes, etc.) for the purpose of implementing necessary departmental processes, achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, if needed, and supporting the needs of the attendees.
• Performs a wide variety of clerical duties (e.g., compiling minutes, routine letters, receiving telephone calls, scheduling meetings, keeping records of various committee and department information, etc.) for the purpose of providing processes and procedures necessary to the department.
• Prepares and publishes a wide variety of complex reports, documents, and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, agendas, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, employment contracts, reports for department of education, etc.) for the purpose of documenting activities, providing written reference, and conveying information.
• Presents information on administrative processes (e.g., department/program policies, submission procedures, insurance processes, etc.) for the purpose of orienting new personnel, disseminating information, and providing administrative support.
• Provides necessary back-up to the assigned administrator for the purpose of ensuring accurate and efficient support.
• Represents assigned Administrator in their absence for the purpose of conveying and gathering information required for all required functionalities.
• Researches a variety of topics (e.g., current practices, policies, education codes, insurance programs, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and providing direction.
• Schedules a wide variety of activities (e.g., appointments, meetings, travel accommodations, facility usage, etc.) for the purpose of making necessary arrangements for the Assigned Administrator and departments within the division.
• Trains employees and student assistants for the purpose of providing necessary and applicable skills for the office workforce and maintaining necessary skills and knowledge.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

JOB REQUIREMENTS

Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; planning and managing projects; moderate independent decision making; synthesizing program objectives; optimal communication skills; and effective customer relations.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; office methods and practices; and all specialized processes pertaining to department/office; and local, state, federal regulations.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; meeting deadlines and schedules; setting priorities; working as part of a team; adapting to changing work priorities; maintaining confidentiality; working with frequent interruptions; and demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.

Responsibility:

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience:

Three (3) years of job-related experience with increasing levels of responsibility.

Education:

Community college and/or vocational school degree.

Equivalency:

High school diploma, or equivalent, with five (5) years of job-related experience.

Clearances:

• Criminal Background Clearance
• Tuberculosis Clearance

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

Desirable Qualifications

Experience in the following:

• use of Microsoft Office Suite products (Word, Excel, PowerPoint, etc.) and Google Suite (Calendar, Drive, Docs, Sheets, Forms, etc.)
• coordinating events (e.g.logistics, marketing, delegation, etc.)
• working with requisitions, purchase orders, or similar processes
• reviewing budgets and assisting with budget adjustments
• public speaking
• working in an office setting to include working with contracts, fund requests, and scheduling
• assisting with obtaining approvals for travel and coordinating travel arrangements
• Excellent customer service skills
• Bilingual (English/Spanish)

APPLICATION PROCEDURE

A. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions, must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters. 

Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts. 

B. Applicants must attach the following to complete the application process:

Legible copies of transcripts verifying college work, degrees, and conferral dates (unofficial transcripts accepted in the application process / official transcripts will be requested upon offer of employment). Transcripts without the degrees and conferral dates will be deemed incomplete. 

Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing. Please click here (Download PDF reader) for a list of approved organizations. 

It is important that your application reflects all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met. 

All required application materials must be submitted no later than 11:59 p.m. Pacific Time on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources, Training & Development cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on the distance of travel. 

The District will not accept materials by e-mail, fax, or mail for this position. 

SPECIAL ACCOMMODATIONS: If you need special services or facilities due to a disability in order to apply or interview for this opening, please contact the Office of Human Resources, Training & Development. 

Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy. 

For more information, contact the Office of Human Resources, Training & Development: 

2277 Napa-Vallejo Highway 

Napa, CA 94558 

(707) 256-7100 

jobline@napavalley.edu

For technical support, contact NEOGOV at (855) 524-5627.