Executive Assistant, Superintendent/President

Posting Closing Date: Monday July 17, 2023

Full-Time 12-month Position (1.0 FTE)

40 hours per week plus benefits

Salary Range: Management Salary Schedule, Track 2

(Currently: $81,173.27 - $105, 671.95) *

*Salary increase is expected effective July 1st. Amount to be determined.

About Gavilan:

Located in the heart of California between San Jose and Monterey, Gavilan College's main campus in Gilroy serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs. Our community recently voted to pass Measure X, a bond to renovate the main campus and build a full-service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways. In 2023, we awarded over 1,200 Associate Degrees/career education certificates.

Gavilan College, a Hispanic Serving Institution with a 60% Latinx student population, is committed to achieving educational equity for all students. We work to provide students with a rich and relevant learning experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join our team at Gavilan College, you will become part of an innovative and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, administration, students, and community partners.

Gavilan College fosters justice, equity, diversity and inclusion through its Principles of Community. As a member of the Gavilan College community, you will join us in valuing the worth and dignity of every person, the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-centered community-serving college.

Ideal Candidate:

Gavilan College is committed to recruiting individuals that embody our Principles of Community by:

• actively demonstrating a commitment to embracing and celebrating diversity;
• committing to collaboration, effective communication and the development of strong working relationships;
• promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and
• demonstrating commitment to a college that prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who can reframe inequities as a problem of practice. In addition, they can demonstrate a commitment to student-centered practices, effective cross-disciplinary and cross campus collaboration, transparent decision-making, and purposeful service to the community. The ideal candidate will understand the importance of and embrace shared governance at all levels of decision-making at the college.

The ideal candidate must have demonstrated experience supporting executive-level individuals. Must have excellent attention to detail and organizational, communication, and technical skills—the ability to thrive in a fast-paced environment that requires juggling multiple high-priority requests. Thorough knowledge of the functions of the President's Office and college infrastructure, policies, and procedures. Think independently to make decisions under pressure and have good communication skills to share information with their supervisor efficiently and effectively. Ability to provide exceptional comprehensive administrative and logistical support, maintaining email, calendar management, scheduling meetings, and event coordination. Possess humility, teamwork mentality, and superb professionalism to regularly interact with employees from all levels of the organization, community members, and elected officials. Must have a genuine desire and ability to contribute and foster a positive and fun workplace.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic, inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to reach their potential through innovative, structural change, we invite you to apply for the Executive Assistant, Superintendent/President. At Gavilan College, we welcome your commitment to fostering a learning environment where resources are devoted to developing opportunities for students to break barriers and thrive as scholars and community members.

The Executive Assistant for the Superintendent/President provides extensive and comprehensive executive administrative support to the college President while strategically supporting the efforts of the President's Cabinet, college committees, day-to-day presidential activities, Board of Trustees, and college engagements. Provides professional duties supporting the President and college that coincide with presidential initiatives, goals, and overall college mission.

Distinguishing Characteristics:

This classification is distinguished from other secretarial and administrative support jobs by its accountability to the Superintendent/President and governing board, and the duties and contacts associated with those roles.

Essential Duties: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

Review incoming and outgoing correspondence, including preparing documents for signature and ensuring proper routing.

• Screens visitors, telephone calls and voice mail, refers callers to other staff, or personally

determines appropriateness of disclosure and provides information on established program

and policy issues; relays Superintendent's directions and key information to other college

staff;

• Schedules meetings and appointments and maintains calendars for the Superintendent/President; makes room, food and related arrangements for a variety of meetings;
• Edit presentations, briefings, and reports; check for formatting, proofread, and edit as necessary;
• Attend Board of Trustees, President's Council, and related meetings and committees;

records or takes and transcribes minutes; carries out required actions such as preparation of

resolutions, obtaining signatures, and filing and handling of minutes, records and actions;

• Prepares, compiles materials for, assembles, distributes and/or posts Board and other

meeting agenda and information packages; calendars Board meetings;

• Provides a variety of other staff support to boards and committees;
• Coordinates with various groups that college's process to review and update Board Policy and the college's Administrative Procedures;
• Assists in developing the budget for the President's office, prepares projections, and

monitors and maintains budget as approved;

Coordinate travel logistics and itineraries. Monitors travel-related expenses an reconcile within policy timeline;

• Provides staff assistance such as gathering facts and materials, researching, compiling,

summarizing and analyzing information, processing and correlating data, and related

assistance;

• Establishes and maintains confidential filing systems and official records, and ensures their

security;

• Performs a variety of other responsible administrative assistant and clerical duties including:

orders and maintains supply inventory;

• Coordinates duplication and distribution of documents, maintains files, records and contacts; picks up and delivers materials;
• Assist in coordinating special projects/events, including planning and coordinating multiple presentations, disseminating information, and organizing team events;
• Creates and edits other documents as directed by the Superintendent/President;

Minimum Qualifications Education and Experience: Any combination of training and experience equivalent to:

Knowledge:

• Modern office/clerical methods, procedures, supplies and equipment, including filing system
• development and maintenance.
• Proficiency in Microsoft Word, Excel. Outlook, PowerPoint, and MS Teams
• English grammar, spelling, punctuation and composition.
• Formats and requirements for various reports, forms and correspondence.
• Business arithmetic.

Skills in:

• Ability to perform duties with high professionalism, flexibility, discretion, judgement, diplomacy, and tact;
• Excellent written, oral, and interpersonal communication skills;
• Efficiently and accurately transcribing meeting minutes
• Composing correspondence, memos and other materials.
• Computer applications software for word processing, spreadsheets, desktop publishing, and campus

specific software.

• Interpreting and applying procedures and regulations.
• Effective oral and written communications.
• Establishing and maintaining effective working relationships with those contacted in the course of

the work, including administrators, Board members, and external agencies.

• Prioritizing workload, meeting multiple concurrent deadlines, and working effectively at a high

level of independence in an environment with multiple demands and frequent interruptions.

Other Requirements:

Possess a valid California driver's license and have a satisfactory driving record; attend meetings

outside of regular work hours; current registration as a Notary Public. As an exempt employee, the

incumbent may be asked to work variable schedules.

Illustrative Education and Experience:

A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Completion of high school supplemented by professional secretarial coursework, and five

years of increasingly responsible administrative assistant experience, at least two years of

which shall have been a responsible administrative assistant supporting management or

executive position. Community college experience is preferred.

Physical Characteristics:

Vision to read printed material and computer screens; speech and hearing to communicate in person

and by telephone; mobility and dexterity to work in a standard office setting and use standard office

equipment and computers. This work is performed primarily in an office setting but includes travel

between college locations.

The physical characteristics described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Process:

To be considered for this excellent opportunity the following items are required to be received by the CCC Registry no later than 5:00pm on Monday, July 17 2023 through the following https://www.cccregistry.org/jobs/index.aspx: https://apptrkr.com/4308899

• CCC Registry online application (all sections are required to be completed, Education, Employment History, Professional References, General Information, and Diversity Statement). Apply at https://apptrkr.com/4308899 *
• Cover letter detailing leadership philosophy, experiences with leading to promote positive change, and preparedness to lead effectively with a focus on sustaining a positive team environment and commitment to collaboration (2-pages maximum)*
• Abbreviated Curriculum Vitae or Resume*

*Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting your assistance in providing the information on the personal and ethnicity section of your CCC Registry profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources department and will be kept confidential and separate from all hiring documents. It will not be forwarded to those making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the https://www.cccregistry.org/jobs/index.aspx, please contact the CCC Registry directly at registry@yosemite.edu or call (800)245-4157.

Please make sure to contact the CCC Registry at (800)245-4157 AFTER you have applied for this job to verbally confirm that your application materials were submitted correctly and that your application is included in this recruitment.

If you have a verifiable disability and require accommodation to complete the application process, please contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

NON-DISCRIMINATION

Gavilan Joint Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, physical or mental disability and any other status protected by applicable federal and state laws. Applicants who require accommodations to complete the application or interview process, please contact the Human Resources Office at (408) 852-2823 for assistance.