Job Details

Executive Assistant to the Vice President of Human Resources
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Position Number: 5927721
Location: Kentfield, CA
Position Type: Administrative Vice Presidents

Executive Assistant to the Vice President of Human Resources

Salary: See Position Description
Closing Date:
Job Type: Full-time
Location: Indian Valley Campus (Novato) - In Person, CA

Description

PRIORITY SCREENING DATE: February 14, 2025
Open Until Filled

All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled. Incomplete applications will not be accepted. This position primarily performs its duties on the Indian Valley Campus (Novato) and occasional travel to the Kentfield Campus may be required, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Commitment to Diversity

College of Marin is committed to cultivating a proactively supportive, inclusive, and accountable environment where equity, equity-mindedness, anti-racism, and social justice are valued, centered, and practiced. Our mission is to employ qualified administrators, faculty, and staff who are dedicated to student success and committed to an inclusive, anti-racist campus culture that demonstrates sensitivity to and respect for a diverse population. We serve a county population of approximately 250,000 residents.

Based on Fall 2024 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment with Hispanic/Latinx (36% of enrollment), Asian (7%), Black/African American (3%), White (44%), and Multi-racial (7%) students. The high-quality education and training at the College are made possible by our faculty and staff who are committed to excellence. As of Fall 2024, COM's workforce includes Hispanic/Latinx (17%), Asian (7%), Black/African American (5%), White (57%), and Multi-racial (3%) employees.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

GENERAL PURPOSE
Under direction, provides a variety of complex administrative, technical, clerical and other confidential department support; provides primary staff support as assigned for a member of the Executive Management Team including the Superintendent/President and the Board of Trustees; serves as the liaison for staff and the outside community in all communication with the Executive Management Team and the Board of Trustees, regularly requiring a high level of tact, confidentiality, independent judgment and discretion to analyze and respond to situations and issues; attends Board meetings, special meetings and retreats to record minutes; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
An Executive Assistant is distinguished from Administrative Assistant III in that an incumbent in the former class provides administrative support to a member of the Executive Management Team in a classification of Vice President or above or is assigned to the Office of the Superintendent/President. This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term "Confidential" refers to an employee who is required to develop and present manage-ment positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.

Essential Functions

ESSENTIAL DUTIES & RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Acts as liaison in coordinating calendar and matters between the executive manager's office and other departments, divisions, students and other constituents; represents the District and the division over the phone, in person and online; screens and responds to all requests for appointments, services and information; keeps updated on sensitive, important or special interest issues of the executive manager, the Board of Trustees, the District and community; exercises independent judgment in matters requiring the attention of the executive manager or the Board of Trustees; works independently and anticipates and resolves conflicts as appropriate.
Provides administrative support to the executive manager; responds to communications from administrators, staff, faculty, Board of Trustees, the community, other educational institutions, governmental agencies and professional organizations; keeps executive manager apprised of requests, responses, follow-ups and results; prepares, reviews, revises, edits, formats and proofreads a variety of materials. Maintains calendar, makes reservations and travel arrangements.
Plans, coordinates and manages college meetings and events, including booking facilities, travel/accommodations, media services, and catering. Communicates with various groups about college events. Organizes a range of activities to ensure facilities and services are available within established guidelines.
Coordinates the preparation of agendas, Board and Committee packet materials and presentation materials with appropriate management personnel; compiles, proofs and edits Board and Committee packet materials; posts agendas; assists in ensuring compliance with Brown Act requirements; distributes agenda and Board packets; posts electronic materials to web page; takes and prepares meeting minutes; follows up on approved action items.
Researches and gathers documents, materials and background information needed to prepare executive manager for meetings, events and collective bargaining; reviews and responds to Public Records Act requests within prescribed timeline; drafts a variety of reports, positioning statements, timelines, speeches and presentations; oversees division administrative processes such as tracking claims, certificates of insurance, curriculum, etc.
Oversees budgets for the assigned division/office; processes electronic requisitions, purchase orders and budget transfers; researches and assists with the management of grants, donations and other sources of funding; keeps executive manager apprised of budget throughout the year.
Coordinates divisional/office administrative processes for hiring, tracking leave and time off, and evaluating faculty, staff, student and independent contractor positions; organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; assists with payroll tracking and review as needed.
Plans, organizes and maintains confidential electronic and manual files and documentation; researches, composes and compiles reports, correspondence, memoranda, historical information, narratives, charts, graphs, spreadsheets and other information using a variety of computer software and internet resources; maintains and updates web pages; uses presentation software for public speaking activities.
May schedule and coordinate work of clerical and other staff for office support services and special projects as assigned.
Fosters an environment that embraces equity-minded practices, integrity, trust and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education; increases cultural and ethnic diversity in staffing, programs and services.
Performs related duties as assigned.

OTHER DUTIES

Coordinates work associated with the Board of Trustees' agendas and specialized sessions.
Assists with application and related procedures and processes for special events and activities on behalf of the district or for public/private requests for use of college facilities, coordination of use of facilities and processes including billing as appropriate.
Plans, organizes and maintains official records of the Board of Trustees including historical and official records, agendas, minutes, Board packets, resolutions, election information, Form 700s, voting regulations, Board policies and procedures, legal opinions and required training.
Provides Board Policy/Administrative Procedure information as requested to the College community, Trustees, elected officials, employee group representatives, students, other educational institutions, businesses and community organizations, government agencies, legal counsel and the public.
Updates policies and administrative procedures in accordance with legal mandates and changes in law, following governance approval processes; keeps Board Policy and Administrative Procedure website current; informs College community of changes in policy/procedures.
Coordinates District records management including oversight of records retention, archiving and destruction; coordinates District-wide Public Records Requests and distributes requests to appropriate departments and ensures timely response to requestor.

Requirements & Desirables

REQUIREMENTS
Education and Experience:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or GED equivalent and five years of increasingly responsible administrative experience, including two years providing management-level support; or an equivalent combination of training and experience.
A demonstrated commitment to equity-minded practices in support of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, college staff, and community members.
Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

Desired Qualifications:

Graduation from an associate degree program.
Experience in a community college or higher education.
Specific positions may require or desire bilingual skills in a designated second language or other skills related to the specific department or program.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:

Division/office services, goals, objectives, policies, procedures and practices.
District organizational structure, services and programs.
District student, staff and community issues and concerns.
Advanced principles, practices and techniques used in customer service, public relations and community outreach.
The role and responsibilities of the Board of Trustees and advisory committees including provisions of the Brown Act and the Public Records Act.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
District payroll and general accounting systems operations, practices and procedures.
District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
Applicable sections of the California Education Code and federal, state and local laws, rules and regulations.
Board Policies and Procedures, Human Resources procedures and collective bargaining agreements.
Basic research methods and statistical analysis techniques.
Safety policies and safe work practices applicable to the work being performed.

Skills and Abilities to:

Prepare and maintain complex and confidential records.
Understand and be sensitive to and respectful of the diverse academic, socio-economic, ethnic, cultural, disability, religious background and sexual orientation of community college students, faculty and staff.
Represent the District and executive manager effectively with students, staff, educational and governmental officials, community groups, committees and business and professional organizations in a variety of forums within limits of authority.
Effectively communicate, listen, understand and be sensitive to issues and concerns.
Identify, address and assist in resolving problems and conflict among individuals and groups with diverse and varying opinions and concerns.
Research and collect accurate and relevant data from multiple sources.
Prepare clear, concise and comprehensive spreadsheets, correspondence, reports and other written materials.
Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Operate a computer and use standard business software including BoardDocs.
Establish and maintain cooperative and effective working relationships with others.

CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:

In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
Criminal Justice/Fingerprint Clearance.
California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.

REQUIRED APPLICATION DOCUMENTS

The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.

Cover Letter describing your interest in the position, including how you meet the minimum requirements and are qualified to perform the essential functions as listed in this job posting. (cover letter)
Resume (resume)
Transcript conferring Associate's degree or showing whatever coursework you have completed and are using as the basis for your application as described in the Requirements section above, if applicable. (transcript)
STATEMENT: Please provide a response to the following prompt (one page maximum): College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. What do you see as the most beneficial aspect(s) of diversity, equity, and inclusion to the College and to your work?

Supplemental & Salary Information

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Physical Demands:
While performing the duties of this class, employees are regularly required to communicate with others in person, over the phone and electronically; sit for extended periods; move about the office and campus; operate a computer and other office productivity machinery; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 10 pounds. Specific vision abilities required by this job include the ability to observe details at close range.

Mental Demands:
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; use math and mathematical reasoning; observe and interpret people and situations; learn and apply new information and skills; perform highly detailed work; work on multiple, concurrent tasks with frequent interruptions and under intensive deadlines.

WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Employees work under typical office conditions subject to frequent public contact and interruption and to intermittent exposure to individuals acting in a disagreeable fashion. The employee may be required to travel to locations other than assigned work site, and occasional evening, holiday and/or weekend work may be required.

WORK SCHEDULE
Campus: Indian Valley Campus (Novato)
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours: Monday - Friday, 40 hours/week

SALARY INFORMATION
FLSA Status: Exempt
Salary Range: Confidential - 9
Full Salary Range: $6,741 - $8,577 per month.
Starting Salary Range: $6,741 - $7,221 per month. (Step 1 to 3). Normal entering step is Step 1.

Please refer to our Human Resources web site for salary schedules.

CLASSIFICATION CATEGORY & RETIREMENT PLAN
This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term "Confidential" refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1. Confidential employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 8% of their reportable compensation on a monthly basis.

SELECTION PROCESS
Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.

THE BENEFITS OF EMPLOYMENT WITH COLLEGE OF MARIN

Full-time Employees:

Medical Insurance: The District offers six plan options through Kaiser and Blue Shield. Effective 10/01/2024, the District's contributions for medical insurance coverage are as follows:
Employee-only: $1,600/month
Employee plus one dependent: $2,300/month
Employee plus two or more dependents: $2,800/month

Dental and Vision Insurance - Delta Dental and VSP vision plans for employee and dependents, with no cost to employees
Vacation Leave - 22 days per year
Sick Leave - 12 days per year
Paid Holidays - 17 paid holidays annually, which includes a paid winter holiday break at the end of December.
Retirement through CalPERS - MCCD contributes 27.05% of employee's creditable earnings to CalPERS on a monthly basis (2024/2025). Vested after five (5) years. Mandatory employee contribution for 2024/2025 is 7% - 8%, depending on original date of membership and prior membership status.
Life Insurance - $50,000, with the option to purchase additional voluntary life insurance for the Lesser of 5x base annual salary or $500,000
Additional Retirement Savings Plans - Employees are also eligible to participate in a voluntary, tax-advantaged 403(b) or 457(b) retirement savings plan.
Short-Term Disability & Long-Term Disability (employee paid), Flexible Spending Accounts (FSA's), pet insurance, Employee Assistance Program (EAP)

Additional Benefits (at no cost to employee):

24/7 Helpline through the Employee Assistance Program (All members)
24/7 Physician Access through MD Live (Blue Shield members).
Expert Medical Opinions through Teladoc (All members).
Generic Medications through Costco (Blue Shield members).
Enhanced Cancer Benefit through Contigo Health (Blue Shield members).
Hip, Knee, and Spine Surgical Benefit through Carrum Health (Blue Shield members).
Personal Health Coaching through Vida Health (Blue Shield members).
Physical Therapy for Back and Joint Pain (Blue Shield members).
Discounts for Gym memberships, Hearing Aids and LASIK Eye Surgery (Blue Shield members).
ClassPass Kaiser Permanente has teamed up with fitness industry leader ClassPass to make it easier for employees to exercise from the comfort of their homes. (Kaiser members).

For more information regarding MCCD's comprehensive benefit plans, please see our Marin Community College District 2024/2025 Employee Benefit Guide (Download PDF reader) (Download PDF reader) (Download PDF reader).

To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/4787031/executive-assistant-to-the-vice-president-of-human-resources?pagetype=promotionalJobs