Search for University Jobs in Community Colleges

Recruitment Start Date 06/26/2025
Recruitment End Date 08/08/2025
Open Until Filled
First Consideration Date
Salary Range $74,904 - $100,368 annually. Typical salary placement for this position is at Step 1 of the Supervisor/Confidential salary schedule; however, the Superintendent/President may recommend an initial higher salary placement to the Board of Trustees.
Pay Rate
FLSA Status Exempt

Benefits

Health & Wellness

• Fully-paid Medical, Dental, and Vision Insurance for eligible employees and dependents
• Choice of HMO or PPO with very low co-pays and out-of-pocket costs
• Flexible Spending Accounts for healthcare and dependent care
• Free 24/7 Employee Assistance Program
• Basic Life and AD&D insurance for employees only

Work-Life Balance

• 19 Paid Holidays and 12 Vacation Days annually
• 12 Sick Days annually
• Opportunity for remote work (up to two days per week) with manager approval
• Possibility of Modified Summer Schedule
• Professional Learning Opportunities
• No-cost Annual Staff Parking
• Free 24/7 employee assistance program
• Close proximity to the Metro rail system

Financial & Retirement Benefits

• CalPERS/CalSTRS Retirement Plans with District-paid post-retirement medical, dental, and vision (if eligible)
• 457(b), 403(b), & Roth 403(b) Deferred Compensation Plans
• District paid employee post-retirement medical for those who qualify

General Description/Summary

POSITION SUMMARY

General Description/Summary

Under the general supervision of the Vice President of Finance and Administrative Services, the Administrative Assistant performs a variety of technical and complex administrative support duties. The Administrative Assistant oversees and performs administrative projects within the division and coordinates workflow and support activities for the office and often for programs involving multiple organizational units. The Administrative Assistant serves as a confidential assistant to the Vice President of Finance and Administrative Services and, as such, must maintain a high level of professionalism and confidentiality of private and sensitive information including information related to the District's employer-employee relations. The Administrative Assistant handles multiple tasks simultaneously with a high-volume workload in a fast-paced environment. This is a confidential position.

Minimum Qualifications/Education and Experience
- An associate degree, or the completion of at least sixty (60) college-level semester units and four (4) years of increasingly responsible administrative assistant experience; or, in the absence of an associate degree or the completion of at least sixty (60) college-level semester units, six (6) years of administrative assistant experience.
- Demonstrates sensitivity to, understanding of, and ability to work with the diverse academic, socioeconomic, ethnic, religious, disability, gender, gender identity, sexual orientation, immigrant status, and cultural background of community college students, faculty, and staff; and successfully fosters and supports an inclusive educational and work environment.

Preferred Qualifications
- Possession of a bachelor's degree or higher, from an accredited institution.
- At least three years of experience working at an educational institution.
- At least two years of administrative experience supporting a senior executive or C-suite professional.

Licenses and Certificates

Essential Duties and Responsibilities
- Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division, with a working understanding of functions and procedures of other divisions.
- Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and college. Interprets and conveys policies and procedures, referring particularly difficult or sensitive matters to the appropriate administrator.
- Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
- Oversees the administrative aspects of projects and events, integrating them with ongoing work routines and coordinating assignments of other staff as necessary.
- Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
- Takes notes and transcribes proceedings, as required. Types (keyboards) from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data. Independently composes original correspondence and forms on routine department matters.
- Prepares and distributes agendas and minutes for the Citizens' Oversight Committee in accordance with the Brown Act and maintains the required website.
- Prepares Board agenda items, agreements, and contracts for services used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
- Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information as appropriate or routing calls to administrators.
- Schedules appointments and arrange meetings as directed. Prepares schedules and inform participants, confirming dates and times. Makes conference, and travel arrangements/reservations as directed.
- Processes contract documents for approval and distributes executed contracts.
- Performs special projects as assigned which may include research of transactions, documents, official proceedings, employee/student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
- Receives, handles and stores confidential information pertaining to the District or assigned division. Maintains confidentiality of private and sensitive information, including matters involving employer-employee relations.
- Assists the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit documentation, including those for capital outlay, special projects, and grant-funded activities.
- Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.
- Prepares periodic analytical reports such as researching and estimating revenue and expense projections for current and anticipated administrative commitments. Prepares financial reports for state and local agency requirements.
- Trains, assigns, prioritizes, and reviews work of other employees.
- Organizes events and meetings, takes notes, prepares and distributes minutes.
- Maintains positive working relationships with other departments on campus.
- Communicates District policy and administrative decisions to others.
- Administers the collective bargaining agreements among the District and the classified union.
- Creates an atmosphere of collegiality and supports the goals of participatory governance.
- Resolves conflict.
- Ensures compliance with local, state, and federal regulations, and District policies and procedures.
- Performs other duties as assigned that support the overall objective of the position and the District's mission and philosophy.

Knowledge, Skills and Abilities
- Requires principles of organization and information management.
- Requires knowledge of certificated and classified hiring policies and procedures.
- Requires knowledge of rules and regulations governing fair labor and employment practices.
- Requires knowledge of budget management techniques, travel, rules, regulations, laws, and policies and procedures governing the District.
- Requires the knowledge and skill to function in a confidential professional environment.
- Requires the ability to perform consistently under the pressure of deadlines and other administrative demands.
- Requires the ability to perform technical, complex, and responsible administrative support tasks and assist with administrative duties.
- Requires the ability to interpret, apply and explain rules, regulations, policies and procedures.
- Requires the ability to use independent judgment and organizational skills to simultaneously manage and prioritize multiple tasks, and meet schedules and deadlines.
- Requires the ability to maintain a variety of record types and prepare reports as requested.
- Requires a high degree of professionalism and confidentiality.
- Requires the ability to use independent judgment and human relations skills to analyze situations accurately and adopt an effective course of action.
- Requires the ability to complete work with many interruptions and pressures.
- Requires the ability to operate a variety of office equipment such as, but not limited to, audio recorder, computer, calculator, and copier technology.
- Requires the ability to make arrangements for meetings, workshops, and travel/conferences.
- Requires the ability to train and provide work direction to others as needed.
- Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
- Requires a working knowledge of personal computer-based software programs and office applications that support this level of work, including but not limited to word processing, spreadsheets, presentation graphics, applicable software applications, data entry into custom databases, and the use of enterprise resource planning (ERP) software to generate reports and requisitions.
- Requires skill at facilitating group problem solving processes.
- Requires sufficient math skills to perform financial and statistical recordkeeping, including double-entry bookkeeping.
- Requires the advanced skills to independently compose and edit a variety of correspondence and documents.
- Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
- Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
- Requires the ability to independently perform all of the duties of the position.
- Requires the ability to understand and follow oral and written directions.
- Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, policies, procedures, unique terminology used in the organization, and labor agreements to support an administrator or program director in a variety of administrative areas as needed.
- Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
- Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
- Requires the ability to communicate with faculty, students, staff, and the public utilizing patience, understanding and courtesy, and in a manner that reflects positively on the administrator's office and the District.
- Requires the ability to work effectively in a shared governance environment and work cooperatively with others.
- Requires the ability to foster and support an inclusive and welcoming work and educational environment.

Working Condition

Department Finance and Administrative Services Division Administration
Job Category Supervisor/Confidential
Assignment Full-Time
Percentage of Time 100%
Months per Year 12 months
Work Days per Week M-F
Work Schedule per Day Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, this is an exempt confidential position and may require some weekend, holiday, and non-conventional working hours in addition to the regular working hours of a college environment.
Work Shift Days
Bargaining Unit Unrepresented

Citrus College Diversity Statement

CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of Citrus College to not discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the preceding characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applications are considered legal documents, and as such, all areas of the application must be completed, or your application packet will be considered incomplete and will not be moved forward. While it may be appropriate in some areas of your application to use "NA" (not applicable), do not use terms such as "see resume" or "see attached". When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the "Finished Attaching Documents" button and confirming. It is advisable to attach "Optional" documents first, and then "Required" documents once you are ready to click on the "Finished Attaching Documents" button and confirming.

Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Additional documents CANNOT be added to your electronic application packet once you click on "Finished Attaching Documents" and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE/COMPRESS THE FILE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on "Finish Attaching Documents Later". Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected "Finished Attaching Documents" and have received a confirmation number, and you will not be able to apply for a position after the position has closed.

About Transcripts
- Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.
- Official transcripts will be required at the time of the job offer.
- Transcripts must be from the awarding institution and must show that the degree has been awarded (or conferred) and the year.
- Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.
- All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.
- Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.

Selection Process
- A selection committee will review application packages of those candidates who have met the minimum qualifications for this position and will select a limited number of qualified candidates for an interview.
- Each candidate may be asked to deliver a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.
- Each candidate may be asked to complete a writing prompt just prior to the interview.
- Travel costs must be borne by the applicant.
- Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.
- If selected as a finalist, the candidate permits the District to contact current and former employer(s) to investigate employment history.

Quick Link https://employment.citruscollege.edu/postings/1177