ANNOUNCEMENT OF VACANCY EXECUTIVE ASSISTANT - CIF SAC-JOAQUIN SECTION
APPLICATION PROCEDURES All applications/materials must be submitted electronically through edjoin at edjoin.org. The position will be open until filled, with a target date of the week of July 22, 2024 for an initial review of candidates. The following materials MUST be included in your application packet (Incomplete application packets will not be considered):
1. Completed application
2. Letter of introduction / interest (MUST be signed)
3. Current resume
4. Three (3) current letters of recommendation (within last 6 months).
5. Typing certificate (Min: 50 WPM, clear copy)
Start Date : August 2024
The CIF Sac-Joaquin Section is seeking applicants for the position of Executive Assistant. The Executive Assistant is a “Confidential” position that serves as the assistant to the Section Commissioner by providing responsible secretarial and administrative support (planning & coordinating) of the assigned responsibilities of the Section Commissioner. This position also serves as the SJS Office Manager, requiring functional and technical supervision over office staff, initiative, discretion, exceptional organizational skills, problem-solving skills, attention to detail, the ability to exercise sound independent judgment in the application and follow-through of established procedures at a professional level of competence with due diligence, and emphasizes a variety of public relations and “people” communication skills. We are looking for a passionate, energetic, positive, enthusiastic, sports-minded individual with exceptional people skills, interested in serving the member schools and student-athletes of the Sac-Joaquin Section. This is a full-time twelve-month position, working 8 hours a day (7:30 AM – 4:00 PM) / 40 hours a week. The individual needs to be flexible to work longer hours during the three (3) peak playoff season/times – fall, winter, and spring. The hours of employment may be different during the playoff season and will be determined on the needs of the organization.
The Sac-Joaquin Section, a non-profit California corporation, located in Elk Grove, California is one (1) of ten (10) Sections of the California Interscholastic Federation, the statewide governing body for high school sports. The SJS currently has 200 member schools (public and private), geographically located from Yuba City in the north to Merced in the south and from Fairfield in the west to the Nevada border in the east. The SJS coordinates the interscholastic athletic programs of its member schools through a representative governance process. The Section assists member schools in the interpretation of the rules, regulations and procedures promulgated by the SJS Board of Managers, SJS Executive Board and the State CIF. Additionally, we are responsible for monitoring and enforcing such rules, determining student eligibility, classification, and alignment of member schools into appropriate leagues, and conducting post-season championship events.
MAJOR RESPONSIBILITIES
1. Serve as an administrative assistant to the Commissioner providing support in all phases of their responsibilities.
2. Perform varied and responsible secretarial work requiring extensive knowledge of procedures, policies, and regulations of the Section to assist in the processing and completion of administrative operations.
3. Responsible for arranging and coordinating meetings including but not limited to: CIF Sac-Joaquin Section Board of Managers, CIF Sac-Joaquin Section Executive Committee, standing committee’s; preparing agendas, back-up material, minutes and/or summaries of actions taken for appropriate approval and distribution
4. Serve as the official recorder at meetings.
5. Coordinate information required for distribution to the CIF State Office, CIF Sac-Joaquin Section Board of Managers and CIF Sac-Joaquin Section Executive Committee.
6. Type a variety of confidential materials including reports, memos, correspondence, forms, newsletters, and letters from oral direction, handwritten or clear draft and other complex material including statistical reports.
7. Coordinate, plan, organize and manage various Section events (A. Dale Lacky Scholarship/Model Coach Awards Breakfast, New Athletic Director Workshop, NFHS LTC Workshops).
8. Manage and coordinate all aspects of membership requests and multi-school requests.
9. Process administrative details not requiring the immediate attention of the Section Commissioner.
10. Gather, organize, and maintain, via database, various data from member schools.
11. Maintain Commissioner calendar - scheduling appointments, meetings, travel arrangements, etc.
12. Screen all telephone calls to the Commissioner, determining the appropriate course of action, providing requested information, or referring to the Commissioner.
13. Assist Commissioner, as needed, in all aspects of eligibility requests.
14. Manage the compilation and accuracy of yearly contact information (ensuring it is up to date status).
15. Assist in the organization and preparation of materials/information for various Section events.
16. Receive and resolve concerns and complaints using knowledge of CIF Sac-Joaquin Section rules, regulations, policies, and procedures or refers person(s) to another source for information.
17. Serve as the liaison between Section and technical support provider, CIF Home and others as assigned.
18. Maintain a variety of specialized files (electronically and traditional paper files).
19. Assist office staff with general clerical help.
20. Answer telephone and routine questions.
21. Represent the Section at various playoff events, as assigned and/or needed.
22. Undertake other responsibilities as may be assigned by Section management staff.
REQUIRED SKILLS AND QUALIFICATIONS
1. Knowledge of modern office methods, procedures, practices, and technologies, including filing systems, receptionist/secretarial and telephone techniques and letter/report writing.
2. Knowledge of office management principles, methods, and procedures.
3. Knowledge of proper English usage, grammar, spelling, vocabulary, and punctuation.
4. Ability to perform a variety of secretarial and clerical work.
5. Ability to prioritize and coordinate workflow and timelines to meet established deadlines or due dates.
6. Analyze situations accurately and adopt an effective course of action.
7. Ability to compile and maintain accurate and complete records, reports, and files.
8. Ability to maintain confidentiality and security of sensitive information.
9. Ability to take dictation using shorthand or other reasonable means.
10. Ability to perform independently and in a team environment.
11. Ability to operate standard office equipment – computer, printer, copier, calculator.
12. Ability to effectively utilize computer and computer technology - Microsoft Office Suite (Word, Excel, Power Point, Outlook).
13. Ability to meet the public tactfully and courteously and answer questions correctly.
14. Ability to be responsible for large auxiliary programs with the Section.
15. Ability to establish and maintain cooperative relationships with fellow employees and the general public.
16. Ability to communicate effectively, both orally and in writing.
17. Ability to effectively manage a group of people ensuring the efficiency of office production.
18. Ability to learn quickly and apply learned information effectively.
19. Evidence of strong advocacy for interscholastic sports.
20. The highest personal and professional ethics and standards.
21. Sensitivity to and understanding of a diverse population.
22. Exemplary interpersonal skills.
23. Type at a speed of at least 50 wpm from clear copy.
EMPLOYMENT STANDARDS/REQUIREMENTS
Any combination of training and experience that indicate possession of the knowledge, skills and abilities listed herein. A typical way to obtain the required knowledge and abilities would be five (5) years of previous experience in administrative and office support work, including at least three (3) in a secretarial capacity. Completion of a college degree or equivalent.
SALARY AND BENEFITS Salary range – Appropriate placement on the approved CIF Sac-Joaquin Salary Schedule (pay range: $62,328 to $79, 550).
Fully paid health, dental and vision plan
16 paid holidays
12 days sick leave per year
Progressive vacation plan
Employer share of PERS and Social Security membership
Job Type: Full-time
Pay: $62,328.00 - $79,550.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Work Location: In person