Overview
Administrative Support – Compliance Department Jobs in San Juan Capistrano, CA at Ensign Services
Location: District Office – Yuba City, CA
Job Description:BASIC FUNCTION:
Serves as the confidential Executive Assistant to the Associate Vice Chancellor of Human Resources (AVCHR) and performs a variety of highly skilled administrative clerical and office coordinator services for the Office of People & Culture/Human Resources.
Essential Duties Summary:DISTINGUISHING CHARACTERISTICS:
Positions in this class differ from other nonexecutive assistant classes in that the duties and responsibilities are more varied, technical, complex, professional and confidential in nature, and involve a higher degree of initiative and independence and more knowledge of the policies and procedures of college and district-wide functions and operations. Incumbents perform a wide variety of executive administrative duties and office coordination, which require technical skills, judgment and initiative over a broad range of situations and alternatives. Confidentiality, political acumen, tact and courtesy are imperative for the position in handling district matters and consequences of district decisions that may affect internal and external constituents.
REPRESENTATIVE DUTIES:
Coordinates with the Chancellor’s Office the agendizing of all public and closed session personnel matters, collective bargaining and litigation management for monthly Governing Board meeting for the Office of People & Culture/Human Resources (OPC/HR).
In collaboration with Department of Safety and Risk Management, coordinates the District Risk Management Program. Establishes and maintains a system for reviewing, researching, reporting, and maintaining records of liability claims filed against the district in compliance with District Procedures. Maintains documentation for District Risk Management Program.
Coordinates District negotiations, including grievance and arbitration proceedings. Maintains confidentiality of the district’s negotiations with the collective bargaining units of the district.
Coordinates matters of employee discipline and interactive process with OPC/HR staff members, Director of Human Resources, and Associate Vice Chancellor of Human Resources/Chief Human Resources Officer (AVCHR/CHRO).
Coordinates District Ergonomics Program, and employee professional development training.
Serves as District’s Custodian of Records with the Department of Justice. Responds to Public Records requests.
Discusses, prioritizes, and reviews calendar and events daily with the AVCHR, Director of Human Resources, and HR staff members to assure timely and appropriate coordination of office, activities and status of assigned projects; prepares preliminary responses to correspondence for AVCHR’s approval.
Maintains and coordinates AVCHR’s, and Director of Human Resources, appointment calendars, oversee travel and meeting arrangements for the AVCHR and Director of Human Resources; coordinates and prioritizes workflow to support the AVCHR, Director of Human Resources and OPC/HR staff; provides leadership to coordinate the work of the OPC/HR staff, Director of Human Resources, and the AVCHR; performs a variety of related support tasks for the AVCHR as necessary.
Attends to administrative details on special matters assigned by the AVCHR; composes correspondence on own initiative on matters not requiring personal responses of the AVCHR or Director of Human Resources; receives and arranges calls and appointments and provides requested information where possible utilizing independent judgment, knowledge and interpretation capabilities.
Analyzes, understands and communicates the district organization, operations, policies and objectives with key executive offices. Maintains District organizational charts and reporting structure.
Assists in establishing and maintaining positive employment relations between the district office and colleges of the District.
Provides executive support to AVCHR and Director of Human Resources for regional and statewide committee work; organizes and manages materials for complex projects; follow-through on such activities. Attend meetings in the absence of the AVCHR and/or Director of Human Resources.
Serves as liaison between the Office of People & Culture/Human Resources and the Chancellor’s Office, College Presidents, District Executive staff and other District and College personnel; serves as resource and provide support to Executive staff in follow-through on assignments.
Performs various special studies and projects, gathers required information, compiles statistics, formats and prepares reports.
Reviews complex documents, records, and correspondence for accuracy, completeness, and compliance with applicable rules, regulations, policies, administrative procedures and legal requirements.
Prepares, monitors and manages the budget for the Office of People & Culture/Human Resources, review reports, maintains records of expenditures, and recommend budget adjustments.
Maintains District Board Policies and Administrative Procedures relating to the Office of People & Culture/Human Resources initiating and being responsible for annual updates and additional procedures.
Composes and constructs complex meeting agendas independently for AVCHR and Director of Human Resources; determines and anticipates agenda items; reports and communicates information verbally, in writing and electronically where judgment, knowledge and interpretation of policies and regulations may be necessary; manages meeting proceedings utilizing a variety of record keeping and recording models.
Manages the flow of electronic, paper, and verbal information and communications with proficiency, exercising independent judgment and maintaining confidentiality.
Greets and interviews office visitors and provide desired information; interprets district policies and procedures; receives complaints and refers to appropriate administrator.
Exercises independent judgment concerning matters requiring the AVCHR, Director of Human Resources, and HR staff attention to assure timely action.
Serves as a professional resource to confidential and classified staff in executive and administrative offices of the district.
Performs related duties as assigned.
KNOWLEDGE AND ABILITIES:
Best practices in Human Resources management for public education institutions
Operation, procedures, and protocol of an executive office
Modern office practices, procedures, and equipment including electronic and technical equipment, databases and software applications.
Records management techniques for both paper and electronic environments
Correct English usage, grammar, spelling, punctuation, vocabulary and composition
Organizational operations, including operating consistent with policies, rules, regulations and administrative procedures
Interpersonal relations skills, using tact, patience, and courtesy
Office management techniques
Oral, written and electronic communications skills, including telephone and internet etiquette
ABILITY TO:
Perform responsible and complex executive office duties with competence and efficiency
Take minutes of meetings and transcribe notes accurately and efficiently
Learn and maintain compliance with rules, regulations, policies and procedures
Type 65 words net per minute from clear copy
Analyze complex situations accurately and adopt an effective course of action
Understand and follow oral and written directions
Plan and organize work effectively
Compose independently and from oral instructions, letters, memorandums, or other material
Operate computer and other electronic hardware and software programs and other office and
presentation equipment
Maintain a variety of filing and archival systems, including electronic
Make arrangements for meetings, manage meetings and synthesize and record proceedings
Establish and maintain effective working relationships with others
Work effectively with many interruptions and under pressure
Establish and maintain schedules and timelines, work plans and process flow charts
Create and construct reports and design templates and presentation materials
Work confidentially with discretion and professionalism
Communicate effectively orally, in writing and electronically
Work effectively with executives and their assistants in a multi-college district environment
Required Qualifications:EDUCATION AND EXPERIENCE :
Any combination equivalent to an Associates Degree in human resources, business administration, organizational management or related field and four (4) years of responsible executive-level administrative experience in providing administrative support to a senior level executive, preferably in an educational environment.
Desired/Preferred Qualifications:DESIRED LICENSE/CERTIFICATES:
Bachelor’s Degree
Bilingual
California Notary Public
SHRM Certification
Physical Demands:
PHYSICAL DEMANDS: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various District sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds. ENVIRONMENTAL CONDITIONS: Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing District human resources related policies and procedures.
Range/Step: Range 12, management Salary Schedule
Salary Range: $68,766 – $92,024 / Annual (Steps 1 -9) Placement will be based on both the candidate’s years of experience and educational qualifications.
Benefits Information:
About The Yuba Community College District
Management Benefits Overview
Management Salary Schedule
Telework Program: Some classifications may have the ability to work remotely or within a hybrid schedule.
Public Employee’s Retirement System (PERS) : Employee contribution of 8% if PERs Member after year of 2013. If PERs Member before 2013, the employee contribution is 7.5%.
21 paid holidays (including extended time off during the winter break).
22 days accrued paid vacation days per year (vacation accrual increases over time).
Accumulate 12 sick days a year.
Posting Number: AS852P
Open Date: 05/19/2025
Close Date: 6/19/2025
Review Start Date:
Open Until Filled: Yes
Special Instructions to Applicants:APPLICATION INSTRUCTIONS:
1. A complete application requires each section of the online application to be completed. Your application will automatically be disqualified if sections of the application are left blank.
2. DO NOT USE WORDS ; “see resume,” or “will provide upon hire.” Please check your application for completeness. The more information you provide about your education and work experience will help your application advance to the search committee review process.
3. DO NOT INCLUDE PHOTOGRAPHS: Self photographs or of any nature.
4. DO NOT INCLUDE: Date of birth, social security numbers, or ids other than what the application requires.
PRE-EMPLOYMENT REQUIREMENTS:
1. Education Code 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination (TB test) within the past sixty (60) days to determine that he/she/they is free of active tuberculosis.
2. As a condition of employment, the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee’s responsibility.
SPONSORSHIP:
The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
FOREIGN TRANSCRIPTS:
Include a U.S. evaluation and translation. Click HERE for a list of acceptable agencies providing foreign transcript services.
It is important to note that the District retains the right to extend time limits or initiate the recruitment/selection process anew at any stage. For questions about YCCD’s application process, please contact (530) 741-6851
To apply, visit https://yccd.peopleadmin.com/postings/4022
EEO Statement As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.
jeid-e6c9095e604a564d8e849f7f25a5b7b0
Show more
Title: Administrative Support – Compliance Department
Company: Ensign Services
Location: San Juan Capistrano, CA
