Administrative Assistant, Arts and Humanities

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Administrative Assistant, Arts and Humanities

Salary

See Position Description

Location

Napa, CA

Job Type

Classified (Full-time)

Job Number

2021-00022

Department

Arts and Humanities Dept

Opening Date

09/28/2021

Closing Date

10/19/2021 11:59 PM Pacific

DESCRIPTION

Napa Valley College is seeking an Administrative Assistant to support the Division of Arts and Humanities.  Arts and Humanities at Napa Valley College offers a range of creative and expressive opportunities as a beginner or in preparation for advanced work. Academic departments include Humanities and Philosophy, Music, Photography, Theater, and Visual Arts with a total of thirteen associate degrees.

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.  
 
The job reports to the Senior Dean, Arts and Sciences.

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 $3,793 to $4,391/month, with future steps up to $5,336/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.

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 Senior Dean, Arts and Sciences.
  • Coordinates a wide variety of projects, functions and/or program components (e.g. special events, data for 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 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 the Senior Dean, Arts and Sciences.  (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 Senior Dean, Arts and Sciences for the purpose of ensuring accurate and efficient support.
  • Represents the Senior Dean, Arts and Sciences in their absence for the purpose of conveying and gathering information required for all required functionality.
  • 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 Senior Dean, Arts and Sciences and departments within the division.
  • Trains employees and student assistants for the purpose of providing necessary and applicable skills for 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 from an accredited institution.

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
 
  • Understanding of visual and performing arts programs and activities.
  • Experience working with the public in a customer-service capacity.
  • Experience with social media platforms.
  • Demonstrated experience handling financial transactions, including confidential credit card information.
  • Demonstrated experience developing and maintaining relationships with multiple commercial and private vendors for equipment and supplies.
  • Ability to prioritize and multi-task in a fast-paced environment, with minimal supervision.
  • Experience with equipment and supply inventory, purchasing, and maintenance.

APPLICATION PROCEDURE

 
A.  Applicants must complete the online application through GovernmentJobs.com.  All elements of the application, including supplemental questions, must be submitted in order for the application to be considered complete.
 
Internal applicants are still required to submit a complete application packet for this position.  This includes submission of transcripts and all other required application materials.
  
 B.  Applicants must attach the following to complete the application process: 
 

  1. A letter of interest, not to exceed two pages, that addresses how you meet the minimum and desirable qualifications for the position as outlined in this announcement.
  2. Current comprehensive resume.
  3. Legible copies of transcripts verifying college work, degrees, and conferral dates.  
    • NOTE: Unofficial copies of transcripts accepted at time of application, however, official transcripts will be required upon offer of employment.
    • 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 for a list of approved organizations.
  4. Equivalency:  Copy of high school diploma, if no degree earned.

 It is important that your application reflect all of your relevant education and experience.  Please note that your resume does not take the place of completing the "Work Experience" section of the application.  Applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete.
  
 It is the applicant's responsibility to ensure that all required application materials are completed and properly uploaded into the system. Only complete applications will be forwarded to the selection committee for further review.  An application is only considered complete if all items above are uploaded.
  
 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 distance of travel.
  
 The District will not accept materials by e-mail, fax, or mail for this position.
  
 SPECIAL ACCOMMODATIONS: If you are in need of 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.

The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership.

Information pertaining to specific benefit allotments can be found on the Regular Classified Salary Schedule.

Visit our Benefits page for more information regarding district-sponsored health benefits and to obtain information about our health benefit providers.  For other specific questions related to benefits, contact the Office of Human Resources, Training & Development at (707) 256-7100.

01
Briefly describe your past work experience and educational training as they relate to this job. Specifically, discuss your experience related to: a. Standard office procedures, practices, and filing systems; b. Computer software programs; c. Budget management; d. Revenue and expenditure tracking; e. experience with social media platforms;f. Development and maintenance of vendor relationships; g. Equipment and supply inventory, purchasing, and maintenance; h. Reception and customer service skills; and i. Handling financial transactions, including confidential credit card information.
02
The Division of Arts and Humanities includes academic departments in visual and performing arts. Please explain what makes you especially suited to work within this division. (Limit your response to 300 words .)
03
Describe reports you have generated after receiving data from a variety of sources. (Limit your response to 300 words .)
04
Discuss any experience and techniques you may have training new staff and delegating work responsibilities. (Limit your response to 300 words .)
05
Describe your current and previous work experience in interpreting and learning regulations and policies and your specific role in communicating and applying them in the workplace. (Limit your response to 300 words .)
06
The Administrative Assistant for the Division of Arts and Humanities works closely with the community and the position may include working on some weekends and evenings to assist with theater, music, and gallery events. Please discuss your experience in working with the public and whether you will be able to meet this need. (Limit your response to 300 words .)
07
This position requires the ability to prioritize and complete detail-oriented work with multiple reports for the Senior Dean, Artistic Director, and Technical Director of the Performing Arts Center. Please describe your experience that demonstrate your ability to support the needs of a team environment. (Limit your response to 300 words .)
08
Describe your experience working with or serving individuals from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds and what you learned from the experience. Give specific examples. (Limit your response to 300 words.)

Required Question

Agency
Napa Valley College
Address
2277 Napa-Vallejo Hwy.

Napa, California, 94558
Phone
(707) 256-7100
Website
http://www.napavalley.edu
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