Job Description

Definition Performs a variety of specialized, complex, and confidential administrative support duties of the highest level of responsibility, confidentially, and sensitivity for the Chancellor and manages the clerical operations of the Chancellors Office.

Typical Duties

Maintains the Chancellor's calendar; schedules appointments, meetings, and other commitments; assists the Chancellor in managing their time effectively. Acts as a liaison between the Chancellor and the senior staff of the District on matters related to scheduling of meetings, events, and other commitments, status of information requests, and other designated administrative support projects. Manages the clerical operations of the Chancellor's Office. Responds to inquiries made by Board Members that are directed to the Chancellors Office and require administrative assistance. Reviews outgoing correspondence, reports, publications, and other materials for grammar, sentence structure, format, attachments, and compliance with applicable laws, rules, procedures, and directives of the Chancellor. Searches records, compiles, and organizes a wide variety of information requested by the Chancellor. Contacts Board Members, city and state officials, College Presidents and their assistants, executives and administrative staff of the District, representatives of other agencies, and both business and community leaders for the purpose of providing information and coordinating assigned activities. Explains Board of Trustees rules, laws, administrative regulations, policies, procedures, and precedents to individuals directed to the Chancellor's Office for assistance. Develops and implements procedures for preparing, receiving, and processing official documents and correspondence in accordance with legal requirements, Board of Trustees rules and policies, and administrative deadlines. Screens telephone calls and visitors to the Chancellor's Office for urgency and nature of business; refers calls not requiring the Chancellor's attention to appropriate staff/office or personally responds to inquiries. Prepares correspondence, memoranda, personal acknowledgements, agendas, minutes, bulletins, reports, and other materials using word processing, spreadsheet, and desktop publishing software. Researches and prepares documents for review and presentation by Chancellor, Board of Trustees, and committees. Makes transportation, hotel, and business arrangements for the Chancellor; prepares and processes expense reimbursement claims. Establishes and maintains clerical processes and procedures in the Chancellor's Office. Reviews incoming correspondence for nature of business and urgency; highlights items of special interest to the Chancellors Office; directs items to appropriate staff or personally responds to routine matters. Prepares and processes accounting, budgeting, and purchasing documents related to the operations of the Chancellors Office. Trains and provides work direction to clerical staff in the Chancellors Office. Performs related duties as assigned.

Distinguishing Characteristics

An Executive Assistant to the Chancellor performs administrative support duties of the highest level of responsibility, confidentiality, and sensitivity for the Chancellor and manages the clerical operations of the Chancellor's Office. Work assignments require the incumbent to use a high degree of independence, discretion, and tact, and exercise sound judgement. An Executive Assistant to the Board of Trustees performs administrative support duties of a highly responsible, confidential, and sensitive nature for members of the Board of Trustees. Work assignments require the incumbent to use a high degree of independence, discretion; and tact, and exercise sound judgement. An Administrative Assistant to the Chancellor assists in providing specialized, complex, and confidential administrative support duties to the Chancellors Office. Work assignments require the incumbent to work independently and use discretion, tact, and sound judgment.

Supervision

General supervision is received from the Administrative Officer to the Chancellor. Work direction is provided to clerical staff in the Chancellor's Office.

Class Qualifications

Knowledge of: Laws, policies, rules, regulations, and procedures related to major functions of the District Objectives, priorities, and goals of the Chancellor Organizational structure, functions, and key staff of the District Basic understanding of the legislative process and procedures Business English, spelling, grammar, syntax, and punctuation Report and business correspondence formats Office organization, management, and functions Business vocabulary and terminology Computer software such as word processing, spreadsheet, database management, and desktop publishing Fundamentals of budgetary processes and procedures Principles and procedures of record storage, control, retrieval, and management Principles of training Customer service techniques for public contact in person and on the telephone Skill in: Operating computer and standard office equipment Proficient use of the Microsoft Office Suite Interpersonal contacts and oral and written communications Ability to: Plan, manage, and perform highly responsible administrative support work of the Chancellors Office Organize and prioritize work with respect to importance and to meet recurring and critical deadlines Interpret, apply, and explain pertinent laws, rules, administrative regulations, policies, procedures, and directions Effectively utilize computer software to design records, create, and maintain files, manipulate data, format reports, and publish final documents Compose, edit, and/or format complex business correspondence, reports, minutes, and publications Multi-task and meet deadlines in a fast-paced environment Communicate the content, intent, and spirit of information accurately Evaluate work methods and efficiency Exercise good judgement and discretion in working with and on behalf of the Chancellor Exercise initiative Anticipate conditions and establish and adjust to changing priorities Assess situations accurately and adopt an effective course of action Maintain the confidentiality of work Critically review source data and detect and correct errors Work effectively under pressure Establish and maintain cooperative and effective working relationships with administrators and staff of the District, representatives of educational, business, community organizations, and members of the public Exercise professional demeanor and actions when dealing with students, staff, faculty, and the general public who wish to communicate their concerns directly to the Chancellor Interface effectively with individuals of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy Travel to offsite meetings and events Train and provide work direction to others Learn specialized software applications and systems used in the Chancellors Office

Entrance Qualifications

A bachelors degree or its equivalent from a recognized college or university preferably with a major in business administration, communications, or a related field AND five years of full-time, paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Special: A valid Class "C" California drivers license is required. Travel to locations throughout the District is required.

Benefits

Medical and dental insurance and vision care plans are provided for employees and their dependents. A $50,000 life insurance policy is provided free of charge for each employee. New employees receive 12 full-pay days and 88 half-pay days of illness leave. 19 paid holidays per year. Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days. Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty. Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security. Employee Assistance Program