TEMPORARY Executive Assistant

Job Details

TEMPORARY Executive Assistant

Salary: $33.41 - $41.09 Hourly
Location: Madera Community College, CA
Job Type: Temporary
Division: MCC Equity & Institutional Effectiveness
Job Number: 202600092-T

General Purpose

Under general supervision, performs executive level administrative support to an Executive Director, Vice President or in the Office of the Chancellor; creates and maintains documents, reports, records and files required for work processes; performs research and oversees small administrative projects; assists in budget development and tracking; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned.

Essential Duties & Responsibilities

• Provides clerical, administrative and executive level support to an Executive Director, Vice President or in the Office of the Chancellor; composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; drafts Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete.
• Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of division matters; acts as liaison in coordinating calendars and matters between the executive's office and other departments, divisions, elected officials, students, community members and external entities; maintains a variety of division calendars; performs important divisional public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests by departments within the division and facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
• Gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to executive for review.
• Attends meetings and provides administrative support to a variety of committees, student groups and other divisional meetings; participates in preparation of the agenda, presentations and meeting packets; keeps minutes and records of assigned committees in accordance with the Brown Act; tracks status of action items and validates required deadlines are met; coordinates meetings and events; maintains committee records and disseminates all formal actions including minutes.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
• Coordinates personnel processes including for hiring and evaluation purposes; ensures the accuracy of time cards and payroll documents; coordinates the timely resolution of student and employee grievance and discipline processes.
• Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
• Provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

As assigned to the Chancellor's Office:

• Provides administrative support to members of the Board of Trustees; responds to inquiries from Board members for information and records; coordinates travel and attendance at conferences and meetings; processes expense reimbursement claims and District credit card information; monitors Board travel and expense budget.
• Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains records and data on Board web pages.
• Drafts for review, types and/or transcribes highly confidential information regarding a variety of matters, controversial issues and/or projects with District-wide implications; renders confidential assistance to other executives as necessary.

Other Duties

• May provide administrative coordination of the Program Review process and gathers and prepares associated documentation.
• Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions, conferences and Foundation fund-raising events.
• Provides backup for other departments or division office administrative support staff.
• Orders and replenishes an inventory of office materials and supplies.
• Represents the division on internal committees and task forces and with external groups and organizations.
• Performs related duties as assigned.