Executive Assistant II

Nocccd•Anaheim, CA

About The Position

This position performs a wide variety of comprehensive, complex, and specialized administrative duties supporting the head of a functional area within a college or District under the direction of a Vice President. It manages office functions to ensure efficient operations and requires specialized knowledge of the supported functional area. The role independently handles advanced administrative work, coordinates calendars and meetings, prepares and reviews correspondence, requisitions, reports, presentations, and other documents, and supports Board Agenda items and special projects. It verifies documentation and procedures for accuracy and compliance, monitors budgets and expenditures, maintains confidential records, and prepares reports based on campus information. The position also serves as a liaison among campus and District personnel, external partners, and the public; coordinates events and programs; orders supplies and equipment; processes facilities requests; and may train or guide others. The employee is expected to contribute to District and College efforts to increase faculty and staff diversity, address student achievement gaps, and foster a welcoming and inclusive work and educational environment, including participation in diversity, equity, and inclusion training and events. The work schedule is Monday through Friday, 8:00 AM to 5:00 PM, subject to change according to department needs.

Requirements

High school diploma or GED.
Minimum five years of increasingly responsible administrative experience; applicable college courses may supplement experience, preferably in an educational setting.
Commitment to diversity.
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, and ability to explain how experience with these factors relates to achieving the position’s goals.

Nice To Haves

Supplemental college coursework.
Advanced experience overseeing operations in an administrative unit such as a department or division office.
Experience with event planning and coordination.
Experience collaborating with faculty, staff, or community leaders on programs and initiatives designed to help historically underrepresented students achieve their educational goals.
Experience approaching work and interactions with colleagues and students in an equity-minded manner.
Ability to provide an inclusive and welcoming work and educational environment.

Responsibilities

Perform advanced administrative duties and manage daily office activities to ensure efficient operations.
Schedule and confirm appointments, coordinate calendars, greet visitors, handle telephone calls, and receive and route mail.
Provide information and resolve questions and problems requiring specialized knowledge of the assigned area.
Compose and prepare correspondence, purchase requisitions, proposals, memoranda, presentations, reports, schedules, and forms.
Compile complex statistical and narrative reports; review documents and data for accuracy and completeness.
Prepare, organize, or coordinate Board Agenda items for the assigned area.
Conduct research and special projects; organize, analyze, and summarize information and materials.
Verify documentation and ensure proper procedures are followed for forms, contracts, agreements, and other items requiring administrative approval.
Plan and organize projects, committees, receptions, and events; schedule meetings and appointments; prepare meeting materials; attend meetings and distribute minutes.
Develop preliminary annual budgets, monitor budgets and expenditures, approve expenditures within established guidelines and as directed, and submit time sheets accurately and on time.
Respond to inquiries and resolve issues involving board policy, administrative procedures, student discipline, complaints, collective bargaining, contracts, curriculum, construction, public records requests, and budgets.
Maintain, analyze, and report on complex confidential records; process materials for personnel evaluations, complaints, or legal processes; and maintain comprehensive program and operations records.
Analyze campus information and produce reports.
Serve as a liaison with the campus community, public, civic leaders, elected officials, vendors, and business representatives; coordinate communications between the District, staff, and external partners.
Attend meetings, serve on committees and special projects, and coordinate programs and services related to the Vice President’s areas of responsibility.
Research and troubleshoot process and procedure discrepancies to support compliance with local, state, and federal requirements.
Order supplies and equipment, prepare purchase requisitions, track orders, and process facilities maintenance requests.
Train and provide work direction and guidance to others as directed.
Learn and apply emerging technologies and advances to perform duties efficiently and effectively.
Participate in efforts to increase faculty and staff diversity and address student achievement gaps; help create a welcoming and inclusive environment; and attend diversity, equity, and inclusion trainings and events.
Perform related duties as assigned.