Job Description

Executive Assistant (President's Office) Location San Marcos, CA :

Please see Special Instructions for more details. The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Posting Details

Position Information Position Title Executive Assistant (President's Office) Department Superintendent/President's Office (Dept) Location San Marcos Full or Part Time Full-Time Category CAST Hours per week 40 Number of Months 12 month Work Schedule Monday - Friday; 8:00 a.m. - 5:00 p.m. Grade 48 Salary/Wage $6,944.72 Salary/Wage Frequency Monthly Benefits In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)

• Vacation, sick leave and 25 paid holidays

• $80,000 employee term life/accident insurance policy (additional buy up options available)

• Employee long-term care insurance

• Employee Assistance Plan (EAP) - Free counseling, financial, legal, personal and professional development resources

• Additional buy up options available for other voluntary insurance benefits

• Enrollment in CalPERS (California Public Employees Retirement System)

The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually. Primary Function Responsible for providing complex secretarial and administrative support to the Superintendent/President to include: coordinating daily operations of the office; performing highly specialized and confidential administrative work; maintaining calendars; responding to and resolving complaints; and taking and preparing meeting minutes; provides administrative support when assigned to other departments within the Superintendent/President's division to include Advancement, Communications/Marketing, and Institutional Research and Planning. Minimum Qualifications To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Experience: Four years of increasingly responsible secretarial experience, including experience in an administrative office operating automated computer equipment and systems. AND Education: An associate's degree from an accredited college or university in business administration or a related field. Note:

• For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months. If the position requires supervisory experience, the experience must be at a professional level (i.e. evaluation and/or discipline of staff).
• Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor's degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions .
• Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at , or the Association of International Credential Evaluators, Inc. (AICE) website at .

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet . Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:

• Access - We make education possible for everyone.

• Diversity, Equity, and Inclusion - We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. Preferred Qualifications

• Proficiency using Microsoft Office programs, particularly Word, Excel, Teams, and Outlook
• Experience working in an educational setting, preferably in a community college
• Administrative experience working with confidential material

Licenses and/or Certificates N/A Supervision Received and Exercised Supervision Received From: Superintendent/President Duties and Responsibilities Essential responsibilities and duties may include, but are not limited to, the following: 1. Organizes, coordinates, and oversees the day-to-day activities of the President's Office to ensure efficient and effective office operations; organizes and coordinates office activities and communications; performs complex duties to assist the Superintendent/President and receives functional oversight from other assigned areas with details. 2. Performs complex and responsible administrative assistance duties requiring specialized and extensive knowledge of the assigned areas; performs duties with substantial initiative and judgment to attend to issues in the absence of the assigned Superintendent/President as authorized. 3. Greets visitors and answers telephones; organizes and establishes filing and record-keeping systems; sorts and prioritizes mail and correspondence for a personal reply or signature. 4. Serves as a liaison between administrators, faculty, staff, students, the community, and/or other relevant parties; provides information regarding District programs, policies, procedures, and regulations; responds to difficult, sensitive, and/or confidential inquiries or requests for information. 5. Coordinates the resolution of problematic issues and/or areas within assigned areas of responsibility, including facilities, maintenance, equipment, and/or other related items. 6. Trains and directs the work of student and short-term workers as assigned; organizes, coordinates, and oversees office workflow; assures completion of clerical assignments in accordance with established timelines and approved procedures. 7. Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, outside organizations and the public. 8. Coordinates and processes various special projects and programs for the Superintendent/President and the division; communicates policies and procedures with faculty, administration and staff; evaluates documents for completeness and accuracy. 9. Screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and interviews and maintains calendars; coordinates travel arrangements and accommodations. 10. Composes, types, disseminates, and prepares Governing Board actions for assigned area in accordance with established formats; compiles and organizes appropriate background materials. 11. Provides information and answers questions from students, District personnel, and the general public regarding District programs, policies, procedures, and regulations; relays information, messages, and directives from the administrator. 12. Enters data, maintains records, and generates reports for assigned area of responsibility. 13. Types a variety of correspondence, reports, forms, contracts, lists, requisitions, memoranda, letters and other documents from rough draft, verbal instruction, or general notes; formats, proofreads, and prepares a variety of written materials; maintains confidentiality of sensitive materials. 14. Receives and transcribes dictation of letters and memoranda, including material of a confidential nature; prepares correspondence and memoranda independently or from oral instructions; determines appropriate format and presentation. 15. Maintains a variety of complex hard copy and/or electronic files and records often involving confidential materials; maintains confidentiality, including, but not limited to, information regarding Governing Board, District, personnel, student, collective bargaining, and controversial matters. 16. Compiles information and data and assists in the preparation of statistical and narrative reports; conducts research as required; inspects documents, forms, records, and other materials for accuracy and completeness; processes forms and documents according to established procedures. 17. Prepares agenda items for division, committee, and other meetings as assigned; attends, participates, and takes and transcribes minutes and distributes to appropriate personnel. 18. Assists in the preparation, tracking, and monitoring of assigned budgets; assists division personnel in the development and allocation of budgets and expenditure of funds; inspects and resolves discrepancies in account balances. 19. Develops and designs presentations using presentation software. 20. Designs and maintains webpages and websites for assigned areas. 21. Plans, coordinates, and organizes specialized programs, events, and/or other related items as assigned. Marginal Functions: 1. Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information. 2. Participates in shared governance through service on planning and/or operations committees and task forces. 3. Performs related duties and responsibilities as required. Knowledge, Skills, Abilities Knowledge of: 1. Advanced knowledge of Microsoft Office suite software. 2. Organization, policies, and procedures of an assigned educational administration area. 3. Modern office practices, procedures and equipment. 4. Correct English usage, grammar, spelling, punctuation and vocabulary. 5. District organization, operations, policies and objectives. 6. Office management principles and practices. 7. Principles of business letter writing and basic report preparation. 8. Principles and practices of financial record-keeping and reporting. 9. Applicable federal, state, and local codes, laws, and regulations, including applicable sections of the California Education Code and the Privacy Act. 10. Administrative analysis and report writing techniques. 11. Basic budgeting principles. 12. Customer service principles, including the use of tact, patience, and courtesy. 13. Basic event planning principles and practices. 14. Telephone techniques and etiquette. 15. Public relations principles. 16. Record-keeping principles and practices. Skill in: 1. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. 2. Performing complex and responsible secretarial and administrative support duties. 3. Interpreting, applying, and explaining rules, regulations, policies and procedures. 4. Using a computer and related software applications. 5. Establishing and revising priorities and policies of clerical work and office activities. 6. Organizing, coordinating, and overseeing office activities. 7. Maintaining confidentially and exercising discretion. 8. Working independently with little direction; making decisions in procedural matters without immediate supervision. 9. Establishing and maintaining cooperative and effective working relationships with others. 10. Meeting schedules and timelines. 11. Conducting complex research and compiling and presenting results from multiple sources. 12. Coordinating the implementation of policies and procedural changes. 13. Performing mathematical calculations. 14. Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals. 15. Communicating effectively, both orally and in writing. 16. Handling multiple priorities simultaneously. 17. Operating a variety of office equipment such as a computer and relevant software, calculator, copier and dictation equipment. 18. Making arrangements for meetings, travel and conferences. 19. Preparing and maintaining a variety of reports, records, and related items, including statistical and financial data. Working Conditions Environmental Conditions: Office conditions; subject to constant interruptions and hostile individuals. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting for prolonged periods of time; extensive use of computer keyboard; extensive verbal and electronic communication with systems users; and moderate or light lifting. Terms of Employment

• The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120 , AP 7125 , AP 7126 , AP 7127 , AP 7330 , BP 7330 , AP 7336 , AP 7337 , and BP 7335 .
• This is a full-time, 40 hours per week, 12 months per year Confidential and Supervisory Team position.

Posting Detail Information Open Date 12/25/2023 Close Date 01/22/2024 Open Until Filled No Posting Number P0874P Additional Application Information The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Palomar College is committed to antiracism. If you are selected for this assignment, how will you act on this commitment to antiracism in your new role?

  (Open Ended Question)

• * How did you hear about this employment opportunity?
  • ACCCA.org
  • CalJOBS
  • CCC Registry
  • ChronicleVitae.com (Chronicle of Higher Education)
  • Colleague/Friend/Relative
  • CraigsList
  • EdJoin
  • HigherEdJobs.com
  • Human Resources at Palomar College
  • Indeed.com
  • Job Fair
  • Other Source
  • Palomar College website
  • San Diego LGBT Job Board (

• If other source, please specify.

  (Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter

• Resume/CV

Optional Documents

• Supplemental Materials

• Supplemental Materials 2

• Supplemental Materials 3

• Transcript 1

• Transcript 2

• Transcript 3

Job Tags

Holiday work, Full time, Temporary work, Part time, Work experience placement, Local area, Immediate start, Monday to Friday,

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