"Short-term Executive Assistant II, Board & President"

Short-term Executive Assistant II, Board & President

Under the direction of the Superintendent/President, perform varied and responsible secretarial and executive assistant duties in support of the President’s Office to relieve the Superintendent/President of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; prepare and maintain agendas and minutes related to participatory governance and the Board of Trustees.

DISTINGUISHING CHARACTERISTICS

The Executive Assistant to the Board of Trustees and President requires an advanced level of administrative skills and knowledge specific to the area of assignment. The incumbent is required to coordinate and facilitate all of the Board of Trustees’ open and closed meetings following Robert’s Rules of Order and California meeting regulations (The Brown Act). The Executive Assistant performs highly specialized responsibilities to support the President’s Office while maintaining the highest level of confidentiality in the course of the assignment. The incumbent must establish, maintain, and grow external agency relationships, including federal and state contacts, to ensure the initiatives of the College are aligned with its established vision, mission, and goals.

College of the Siskiyous seeks applicants who possess the skills and qualities necessary to provide exceptional support to our diverse student body. We are committed to fostering an inclusive and equitable environment that reflects the richness of our community. If you share our commitment to social and racial justice and are passionate about creating a more equitable educational experience, we encourage you to apply.

Key Duties & Responsibilities

• Serves as Recording Secretary to the Board of Trustees; coordinates all meeting arrangements, including preparation of agenda and meeting materials and ensuring that all notices of and materials for board meetings comply with the Brown Act; records, prepares, and distributes minutes of all regular and special meetings of the Board; maintains the official files of all board meeting documents.
• Coordinates and reviews revisions of relevant policies and procedures through the participatory governance process with the Board of Trustees in a timely manner.
• Manages and coordinates the President’s Office, makes administrative decisions related to the operational support required by the Board of Trustees and President’s Office.
• Provides detailed and technical information related to college operations, activities, programs, services, laws, codes, timelines, priorities, goals, objectives, processes, regulations, policies, and procedures to internal and external customers, such as board members, community members, visitors, vendors, contractors, students, faculty, management, and staff.
• Serves as a resource person for other administrators, staff, and faculty of the College.
• Works with Information Technology to facilitate the implementation and utilization of BoardDocs software for campus-wide meeting management, including but not limited to user training and support.
• Serves as recording secretary for President’s Cabinet, College Council, and other committees as requested by the President; coordinates and prepares meeting documents, including but not limited to meeting agendas, minutes/notes, supplemental information, presentation materials, as needed; disseminates information and follows up with committee members on any identified action items.
• Manages the President’s calendar and schedule; receives meeting or appointment requests on behalf of the President; updates and maintains calendar with revisions, changes, and new requests.
• Receives, screens, and directs visitors, telephone calls, and incoming correspondence to appropriate division, department, office, or personnel.
• Coordinates internal and external meetings between the President’s Office, college departments, outside agencies, organizations, and stakeholders.
• Prepares, reviews, edits, formats and proofreads a variety of internal and external documents, including but not limited to correspondence, memoranda, emails, forms, agendas, reports, proposals, presentations, and legal briefs; maintains required confidentiality of documents, as required.
• Gathers, extracts, compiles, and verifies data and information; assembles, processes, distributes, collects, and maintains a variety of college and district records; ensures accuracy, compliance, and completeness of documents, files, and records.
• Coordinates all travel arrangements for the Board of Trustees; submits documentation for approval; receives travel receipts and verifies accuracy and compliance to travel procedures; submits request for reimbursement to appropriate staff for processing.
• Assists in budget preparations; tracks and monitors expenditures for the President’s Office and Board of Trustees; reviews, verifies, and ensures expenditures do not exceed allowable expenditures according to established budget limitations; prepares and submits purchase requisitions; reviews and reconciles budget expenditures.
• Coordinates a variety of special events; partners with Marketing and Public Relations to provide promotional collateral for events; follows up with participants through distribution of survey requests; ensures office activities comply with established timelines and requirements.
• Performs related duties that support the overall objective of the position.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• Associate Degree with coursework in business, business administration, or related discipline: AND
• Five (5) years of increasingly responsible administrative experience as administrative support to an executive’s office.
• OR Any combination of education and experience which would provide the required qualifications for the position.

DESIRABLE QUALIFICATIONS

• Bachelor’s degree in business, business administration, public administration, or related discipline.
• Experience providing executive support to an administrator.
• Experience working within a higher education environment, such as a community college.

Other Details

LICENSES AND OTHER REQUIREMENTS

• May be required to possess or demonstrate an ability to obtain a valid driver license, if driving is required as an essential responsibility of the position.
• May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• District and college policies, procedures, and practices related to the area of assignment.
• Applicable codes, regulations, policies, procedures, and laws related to the area of assignment; specifically, California Education Code, Title 5 Regulations, California meeting laws (the Brown Act), election laws, and California Ethics Commission requirements Robert’s Rules of Order.
• Effective organizational and communication skills.
• Gather, compile, and organize complex materials.
• Compile, prepare, and generate comprehensive reports related to the area of assignment.
• Computer software programs and applications, computer hardware, and peripheral equipment used within the scope of the assignment.
• Organizational operations, policies, and objectives.
• General functions, policies, rules, and regulations of a community college.
• Family Educational Rights and Privacy Act (FERPA).
• Record-keeping, record and file retrieval, filing, file sharing, and filing systems methods and techniques.
• Effective communication skills, both verbally and in writing.
• Modern office practices, procedures, methods, and techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Mathematic calculations.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Independently perform the essential responsibilities of the position.
• Represent the assigned administrative office in a professional manner with diplomatic decorum.
• Perform the essential responsibilities of the position executing sensitivity and confidentiality as a representative of the Board of Trustees and President.
• Perform the assigned responsibilities, duties, and tasks in a safe manner with minimal supervision.
• Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.
• Follow complex verbal and written instructions, solve difficult problems, and disseminate information regarding the policies and procedures related to the area of assignment.
• Communicate information to guide or assist individuals.
• Coordinate flow of communications and information as needed.
• Generate and prepare comprehensive reports related to the area of assignment.
• Compose effective correspondence.
• Type or input data at an acceptable rate of speed.
• Answer telephones and greet the public courteously.
• Update and maintain a variety of sensitive and confidential records, logs, files, and filing systems.
• Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.
• Work independently with little direction.
• Communicate effectively both verbally and in writing.
• Determine appropriate action within clearly defined guidelines.
• Add, subtract, multiply, and divide with speed and accuracy.
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, as well as staff and students with physical and learning disabilities.
• Establish and maintain cooperative and effective working relationships with others during the course of work.

College of the Siskiyous is an equal opportunity employer. The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry, or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.

Complete job description and application available online at: Apply Now