Executive Assistant

Salary: $76,579.00 - $101,774.00 Annually

Job# D-035-18

Salary: $76,579.00 - $101,774.00 Annually

Deadline: 03/23/18

Full job description and OFFICIAL application available ONLY at:   https://www.governmentjobs.com/careers/cccd/jobs/1995676/executive-assis...

Definition

Under direction from the Vice Chancellor of Educational Services and Technology, to serve as Executive Assistant to the Vice Chancellor; to independently perform a wide variety of highly skilled and responsible administrative/clerical operations; to assist the Vice Chancellor by coordinating, participating in, and performing work related to the operations of the office as required. High level of professionalism, attention to detail, tact and confidentiality are a must. 

EXAMPLES OF DUTIES:  Duties may include, but are not limited to, the following:

a. Perform highly skilled secretarial and clerical work in a major executive office and processing administrative details. Initiate and respond to a wide range of contacts with administration, faculty, staff, students, consultants, agencies, and the public, which require sensitivity, good judgment and ability to maintain confidentiality.

b. Receive calls and visitors, determine needs, and provide information; arrange appointments, and maintaining calendar for the Vice Chancellor; schedule and arrange meetings.

c. Review, sort, and process office mail; compose and respond to correspondence as directed.

d. Maintain the Vice Chancellor's calendar. Schedule appointments and arrange meetings as directed. Prepare schedules and inform participants, confirming dates and times. 

e. Prepare, screen, review, assemble, type, draft, and edit a wide range of materials for submission to the Chancellor, Board of Trustees, and others.

f. Prepare supporting materials and take minutes for meetings conducted by the Vice Chancellor.

g. Compile and assimilate information on related administrative, legislative, or education activities; keep abreast of District related policies, procedures and regulations.

h. Attend meetings as requested by the Vice Chancellor.

i. Write, maintain, and disseminate information and procedures; collect, organize data, evaluating per criteria, standards, and procedures.

j. Prepare reports and receive information which may be of a technical, legislative or confidential nature.

k. Take notes and transcribe meeting recordings; edit dictation and drafts for grammar, clarity, and accuracy; verify facts and sources, as directed.

l. Maintain control files of matters in progress and expedite their completion.

m. Design, establish, and maintain varied forms and records appropriate to information retention and retrieval needs of the Vice Chancellor.

n. Maintain, monitor, and reconcile budget accounts, prepare budget reports.

o. Arrange travel itineraries, including airline, hotel reservations, car rentals and other related activities.

p. Compile and route contract documents for review by Risk Services and execution of contracts.

q. Maintain approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities. Processes payroll documents and other timekeeping information. 

r. Perform other related job duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS: 

Knowledge of:

1.  Office management and skill in planning and managing the work of a major executive office.

2.  Business etiquette.

3.  Modern office equipment and procedures and skill in using a variety of computer applications, including data base programs for record keeping and reporting, and advanced word processing techniques. Highly proficient in Microsoft Office Suite applications (e.g., Excel, Word, PowerPoint, Outlook) and SharePoint.

4.  Advanced principles and methods of business communication and report preparation, and demonstrated skill in composing, proofreading, and preparing correspondence.

5.  English usage, spelling, grammar, and punctuation, and ability to proofread and edit.

6.  Business math and ability to make mathematical calculations with speed and accuracy.

7.  General methods and practices of budget preparation and financial record keeping.

8.  Specialized technical and administrative principles, practice, and procedures related to the operation of the division led by the Vice Chancellor.

9.  Basic information on the types of legislation and regulations pertaining to instruction and student services, such as the Education Code of the State of California, Brown Act, California Administrative Code of Regulations (Title 5), Rodda Act, Equal Employment Opportunity.

Ability to:

10. Perform highly skilled secretarial/clerical work in a major executive office, handling administrative details.

11. Communicate effectively and professionally verbally and in writing using a variety of modes and technologies.

12. Receive confidential information and maintain confidentiality.

13. Read, understand, and apply with judgment rules, regulations, policies and other written materials in a wide variety of situations and applications.

14. Accept responsibility for decision making and use good judgment in recognizing scope of authority.

15. Work independently, when needed, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time for self and others.

16. Understand and carry out oral and written instructions.

17. Interact effectively in person, on the telephone, and via email or other electronic means of communication with a wide range of persons in situations requiring the exercise of judgment, diplomacy, tact and firmness, including dealing with upset or irate people.

18. Work under complex conditions such as frequent interruptions and busy phones.

19. Evaluate relative importance or urgency of caller or correspondence, establishing priorities.

20. Take dictation equivalent to 100 wpm, including letters, memoranda and reports, and quickly and accurately transcribe into final form.

21. Write, maintain, interpret, and disseminate protocols and forms.

22. Collect, organize, evaluate, and present data, including standards and procedures, and prepare reports.

23. Design, establish, and maintain varied records to meet the information retention and retrieval needs of the Vice Chancellor, including a complex file system of technical materials cross-referencing.

24. Pay great attention to detail.

25. Follow direction in a timely, effective and efficient manner.

26. Establish and maintain effective relationships with those contacted in the course of work.

Education and Experience:

27. Completion of two years college-level course work consistent with the responsibilities assigned.

28. At least six years progressive, highly responsible secretarial or office management experience, which includes some responsibility for overseeing the work of others.

29. Or, any combination of education and experience that would provide the required qualifications.

DESIRABLE QUALIFICATIONS:

1.  Experience with utilizing Enterprise Resource Planning systems, preferably Banner, for budget tracking, creation and tracking of purchase requisitions, personnel authorization, and other necessary functions.

2.  Experience working in a complex, fast paced operation involving multiple and diverse functions and responsibilities.

3.  Excellent communications skills verbally and in writing. 

4.  Conversant with various technologies including utilization of mobile devices and ability to adapt to and learn new technologies.