Lake Tahoe Community College (LTCC) announces recruitment for the new Administrative Assistant to the Dean of Instruction.

The Administrative Assistant performs complex clerical and administrative support duties. This position supports the development and execution of the academic schedule, supports faculty and students with instruction-related needs, and works on a variety of special projects and programs related to academic programs.

LTCC is dedicated to meeting the educational needs of our students, faculty, staff, and our surrounding community by providing the highest quality leadership, communication, support, and coordination of the college’s academic offerings.

LTCC is proud to offer a variety of degree and certification programs to students. No matter what career you choose to pursue, or four-year university you want to transfer to, or skill you want to learn, LTCC has a program for you!

APPLICATION PROCESS:
After review, suitable applicants will be invited by phone or email on or around Wednesday, September 11, 2024 to participate in a skills assessment. Successful candidates will then be interviewed by a committee of approximately 3-5 individuals; these interviews are tentatively scheduled for September 24, 2024. Meeting the minimum requirements does not guarantee an interview. LTCC reserves the right to return to the applicant pool at any point during the recruitment process.

Salary Range: LTCC offers a competitive compensation package that includes a starting placement salary of $49,993 to $55,189 annually, dependent on education and experience. There is potential to reach $64,001 annually, through step advancement plus longevity when appropriate. In addition to base salary, this position qualifies for extra bilingual (Spanish), masters or doctorate pay.

Benefits: Health and Welfare benefits include medical, dental, vision, life insurance, and long term disability. Several plan options maintain a zero monthly premium cost from the employee and include full coverage of a gold-level medical plan that, on average, covers 80% of healthcare expenses for a standard population. LTCC also matches 27% of an eligible employee’s salary and contributes it into a CalPERS pension account for qualifying employees.

Work-Life Balance: This position is 40 hours per week and 12 months per year, including summer and winter hours. Hours are expected to be Monday-Friday, shifts will be within center hours of 8 am to 5 pm, hours may vary according to the needs of the program. This position is eligible for overtime compensation (non-exempt). This position may qualify for the telecommute pilot program, which allows employees the opportunity to telecommute for up to 20% of the work week.

LTCC provides a generous leave package including 17 paid holidays per year plus 12 days vacation (with the potential to reach 24 days through years of service) and 12 days sick leave per year. Furthermore, LTCC has made a commitment to full closures during holiday breaks and several weekends adjoining holidays to provide employees the ability to take advantage of holiday and vacation usage.

Our ideal candidate will share and participate in LTCC’s commitment to the values of diversity and equity while serving its ethnically and socioeconomically diverse student population. Lake Tahoe Community College is designated as a Hispanic-Serving Institution, reflecting the surrounding California and Nevada area.

Definition:
Under the direction of assigned Administrator, perform complex clerical and administrative support duties to relieve assigned Administrator of administrative and clerical detail; maintain calendars and schedules; monitor budget expenditures; plan, coordinate and organize office activities and coordinate flow of communications for an assigned Administrator’s office; assist students, faculty, staff and the public; maintain confidentiality of privileged and sensitive information.

Representative Duties:
Perform a variety of clerical and administrative support activities for assigned Administrator office to relieve assigned Administrator of administrative and clerical detail.

Coordinate flow of communications and information for an assigned Administrator office; interpret and provide information to officials, staff, student, outside organizations and the public concerning personnel, operations, activities, functions and related policies, procedures and regulations; communicate with other offices to obtain and disseminate information and documents.

Interpret, apply and explain district rules, regulations, policies and procedures; evaluate and provide assistance in resolving operational and administrative problems within the scope of the position.

Prepare agendas; record and transcribe minutes; distribute minutes, updated records, documents and reports to administrative staff, faculty and others.

Prepare and maintain a variety of narrative and statistical records, reports and files related to District staff, personnel actions and functions, Board actions, meetings, programs, projects, budgets, correspondence, financial activity and assigned duties.

Assist the Administrator with budgetary duties including managing and reconciling budgets; monitor expenditures; review accounts and budget reports; prepare and code purchase requisitions; complete budget transfers as necessary; order, issue and maintain department supplies.

Maintain records of employee timesheets, absences, sick leave and vacation usage; generate stipend and hourly contracts for faculty and staff.

Research, summarize and analyze complex information from a variety of internal and external sources.

Process reimbursements; and reconcile monthly credit card statements; establish, meet and track deadlines; process travel forms and student petitions.

Coordinate and schedule instructor evaluations; onboard new instructors and provide orientation materials and start-up assistance to new faculty members.

Implement new policies, procedures and practices impacted by Administrator decisions; assist Administrator to develop and implement special projects.

Initiate and answer telephone calls; send and receive emails; screen and direct calls to appropriate personnel; receive and screen visitors; assist students, faculty, staff and public; receive, open and route mail.

Schedule and confirm appointments and meetings; maintain the Administrator calendar and schedule; prepare and disseminate calendars and schedules; arrange travel accommodations as necessary.

Compose correspondence independently on a variety of matters including those of a confidential nature including collective bargaining; compile and prepare various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, notices, lists, and other materials as directed.

Prepare, format, edit, proofread and revise written materials; assemble, research and collect various data.

Input a wide variety of data into an assigned software program; duplicate materials as necessary; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data.

Prepare and maintain a variety of complex lists and records related to assigned duties, including those of a confidential nature; establish, maintain, and organize simple and highly complex filing systems.

Assist Administrator with planning and entering projected schedules and collaborate with faculty for assigned sections and schedules changes.

Communicate with other departments, administrators, faculty, students, public and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
Coordinate the update of department web pages associated with the Administrator area of responsibility.

Attend a variety of meetings and conferences; serve on committees and on councils; distribute updated records, documents and reports to administrative staff; gather and disseminate information.

Assist in coordinating a variety of special events and other activities.

Operate a variety of office equipment including a computer and assigned software.

Instruction Option Class
Support the development and execution of an efficient and streamlined academic schedule, support faculty and students with instruction-related needs, work on a variety of special projects and programs related to academic programs, the Early Learning Complex, and the Intensive Summer Spanish Institute (ISSI), to name a few.

Other Duties:
Perform related duties as assigned.

Education and Experience
Any combination equivalent to: graduation from high school supplemented by some college level course work in business administration, public administration, communications or related field and three years of general clerical experience.

Knowledge of:

• Modern office practices, procedures and equipment.
• District policies and procedures.
• Department office operations, procedures and practices.
• Interpersonal skills using tact, patience and courtesy.
• Reception and telephone etiquette and techniques.
• General clerical and record-keeping techniques.
• Business letter and report writing, editing and proofreading.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
• Operation of a computer and assigned software.

Ability to:

• Perform a variety of administrative and confidential duties to support Administrator and office operations, procedures and practices.
• Maintain confidentiality with discretion on sensitive and private information applicable to collective bargaining or union matters.
• Plan, coordinate and organize office activities and coordinate flow of communications for the Administrator office.
• Interpret policies and procedures of assigned area.
• Communicate effectively both orally and in writing.
• Train and provide work direction and guidance to others as assigned.
• Organize and prioritize work efficiently.
• Answer telephones and greet the public courteously.
• Type and enter data at an acceptable rate of speed.
• Work independently and cooperatively with others in a diverse academic environment.
• Prepare a variety of reports, correspondence and related materials.
• Operate various information technology and reporting systems, including integrated student and institutional enterprise systems.
• Establish and maintain cooperative relationships with those contacted in the course of work.
• Make arithmetical calculations with speed and accuracy.
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds, and disabilities of community college students and staff.

Additional Requirement (Licensure/Certification):

• No additional requirement.

Working Environment:

• Indoor Office environment.
• Constant interruptions.