Administrative Assistant, Communications and Research, Planning & Institutional Effectiveness

Salary: See Position Description
Location : Napa, CA
Job Type: Classified (Full-time)
Job Number: 6
Department: Public Affairs and Communications
Opening Date: 05/27/2025
Closing Date: 6/17/:59 PM Pacific

DESCRIPTION
Napa Valley College is seeking an Administrative Assistant to support both the Office of Public Affairs & Communications and the Office of Research, Planning & Institutional Effectiveness (RPIE).

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.

This job reports to the Director, Public Affairs & Communications and the Director, Research, Planning & Institutional Effectiveness.

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 $4,083 to $4,727/month, with future steps up to $5,743/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.

About Napa Valley College

Established in 1942, Napa Valley College (NVC) is one of 116 public community colleges in the California Community College system. NVC serves a diverse community of students by providing a wide range of high-quality educational programs and comprehensive student services, to help students succeed in the education, progress in the workplace, and engage in the civic and cultural life of the community. The College also stimulates the development and growth of the region through its educational, economic, and workforce opportunities, community partnerships and services. NVC is accredited by the Accrediting Commission for Community and Junior Colleges (ACCJC), an institutional accrediting body recognized by the Council for Higher Education Accreditation (CHEA) and the U.S. Department of Education. NVC is also designated by the U.S. Department of Education as a Hispanic-Serving Institution as it has an enrollment of undergraduate full-time equivalent students that is more than 25 percent.

For more information about NVC, For information about our new campus housing for students AND employees,

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 assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g. special events, data for the California Community Colleges 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 a 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 assigned Administrator (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 assigned administrator for the purpose of ensuring accurate and efficient support.
• Represents assigned Administrator in their absence for the purpose of conveying and gathering information required for all required functionalities.
• 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 Assigned Administrator and departments within the division.
• Trains employees and student assistants for the purpose of providing necessary and applicable skills for the 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 . click apply for full job details