Executive Assistant II

Nocccd•Anaheim, CA

13d

About The Position

This position is responsible for performing a wide variety of comprehensive, complex, and specialized administrative duties to support the head of a functional area(s) within a college or District under the direction of a Vice President; and managing office functions to assure efficient operations. This requires specialized knowledge in the functional area supported. Performs advanced administrative duties independently at the direction of a Vice President within a college, campus, or District; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes and routes mail; provides information to departments, personnel, students and the public on the phone and in person; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area. Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; student discipline; employee discipline; accreditation curriculum; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; prepares, organizes, and/or coordinates Board Agenda items for assigned area of responsibility; conducts research and special projects as assigned; compiles data, organizes, analyzes, and summarizes information and materials. Verifies and ensures accuracy and completeness of a variety of documents, including forms, contracts, and agreements/contracts submitted by division/department offices to the area vice president for approval; items may be related to student discipline, curriculum, constructions, contracts, personnel, budget, staff development, program review, travel, or other college and student matters; analyzes and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process. Plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Prepares the initial design and development of the annual preliminary budgets for assigned area of responsibility; monitors and controls area budget and expenditures; maintains department expenditures and budgets; approves expenditures within established guidelines and at the direction of the Vice President; responsible for the accurate and timely submission of time sheets; responds to inquiries and resolved issues regarding board policy, administrative procedures, student discipline, complaints, collective bargaining, contracts, curriculum, bond, construction, public records request, and budget matters. Maintains, analyzes, and reports on a variety of complex records of confidential nature including information regarding Board, District, Campus, personnel, student or public matters; compiles and processes materials for personnel evaluations, complaints, or legal processes; maintains detailed and comprehensive reports, records, and files regarding campus wide programs, operations, and activities; Responsible for performing analysis of campus information and producing reports thereof. Serves as liaison in communications with campus community, public, civic leaders, elected officials, vendors, and business representatives for the assigned area of responsibility; coordinates information and communication between District, staff and external partners. Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate related to the Vice President’s responsible areas of operations and activities. Researches and troubleshoots for resolutions to discrepancies in processes and procedures to ensure compliance with local, state, and federal requirements. Orders supplies and equipment, and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Trains and provides work direction and guidance to others as directed. Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner. Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events. Performs related duties as assigned.

Requirements

High school diploma or GED ; supplemental college coursework desirable.
Minimum five (5) years of increasingly responsible administrative experience; may be supplemented by applicable college courses; preferably in an educational setting.
Commitment to diversity.
All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.
The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Nice To Haves

Experience providing executive administrative support and organizational management such as managing complex calendars, coordinating travel, drafting agendas and minutes, and handling confidential information.
Demonstrated ability to create, proofread and edit correspondence and reports; interpreting complex policies and procedures with professional level written and verbal communication.
Ability to effectively and professionally interact with a diverse set of internal and external stakeholders—including students, faculty, staff, administrators, and the Board.
Expert-level proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or related programs.
Knowledge and/or experience of budget management principles such as processing and tracking of requisitions, invoices, budget transfers, and managing expense reports.
Familiarity with Enterprise Resource Planning ( ERP ) systems (such as Banner or similar district-level platforms).
Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position.
Prior experience in approaching work and interactions with colleagues and students in an equity minded manner.
Ability to provide an inclusive and welcoming work/educational environment.

Responsibilities

Performs advanced administrative duties independently at the direction of a Vice President within a college, campus, or District
Manages daily activities to assure efficient operations
Schedules and confirms appointments
Coordinates appointment calendar
Greets visitors and directs to appropriate personnel
Initiates and answers telephone calls
Screens and directs calls
Receives, opens, prioritizes and routes mail
Provides information to departments, personnel, students and the public on the phone and in person
Answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.
Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda
Formats presentations and reports; student discipline; employee discipline; accreditation curriculum
Develops and revises schedules and forms
Compiles and prepares complex and difficult statistical narrative reports from a variety of sources
Reviews documents and data for accuracy and completeness
Prepares, organizes, and/or coordinates Board Agenda items for assigned area of responsibility
Conducts research and special projects as assigned
Compiles data, organizes, analyzes, and summarizes information and materials.
Verifies and ensures accuracy and completeness of a variety of documents, including forms, contracts, and agreements/contracts submitted by division/department offices to the area vice president for approval
Analyzes and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process.
Plans and organizes special projects, committees, receptions and events as assigned
Maintains calendar of activities, events and special meetings
Schedules appointments and meetings
Prepares agenda items and materials as required
Attends meetings and transcribes and distributes minutes.
Prepares the initial design and development of the annual preliminary budgets for assigned area of responsibility
Monitors and controls area budget and expenditures
Maintains department expenditures and budgets
Approves expenditures within established guidelines and at the direction of the Vice President
Responsible for the accurate and timely submission of time sheets
Responds to inquiries and resolved issues regarding board policy, administrative procedures, student discipline, complaints, collective bargaining, contracts, curriculum, bond, construction, public records request, and budget matters.
Maintains, analyzes, and reports on a variety of complex records of confidential nature including information regarding Board, District, Campus, personnel, student or public matters
Compiles and processes materials for personnel evaluations, complaints, or legal processes
Maintains detailed and comprehensive reports, records, and files regarding campus wide programs, operations, and activities
Responsible for performing analysis of campus information and producing reports thereof.
Serves as liaison in communications with campus community, public, civic leaders, elected officials, vendors, and business representatives for the assigned area of responsibility
Coordinates information and communication between District, staff and external partners.
Attends a variety of meetings as required
Serves on committees and special projects as assigned
Coordinates programs and services as appropriate related to the Vice President’s responsible areas of operations and activities.
Researches and troubleshoots for resolutions to discrepancies in processes and procedures to ensure compliance with local, state, and federal requirements.
Orders supplies and equipment, and prepares purchase requisitions
Tracks orders to assure delivery and payment
Processes facilities maintenance requests.
Trains and provides work direction and guidance to others as directed.
Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps
Active assistance in the creation of a welcoming and inclusive work and educational environment
Attend and participate in diversity, equity and inclusion trainings and events.
Performs related duties as assigned.