Executive Assistant- Student Services

Victor Valley College • Victorville, CA

2d • Onsite

About The Position

Under direction, performs a variety of advanced administrative duties in support of an executive level administrator, including coordinating calendars, schedules, making travel arrangements, and handling sensitive materials; composes and prepares complex correspondence, reports, and other documents using considerable judgment in content and style; provides complex and responsible administrative support to assist with the administration of various programs and activities of the District; provides information to students, staff, faculty, a variety of other public and regulatory agencies, community groups, the business community, and the general public; and performs related work as required. This position is assigned to Student Services.

Requirements

• Equivalent to completion of the twelfth (12th) grade, supplemented by specialized coursework in business administration, or a closely related field.
• Four (4) years of increasingly responsible administrative and secretarial support experience.
• Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
• Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Knowledge of organization and function of educational institutions.
• Knowledge of sources of information related to a broad range of educational and administrative programs, services, and administration.
• Knowledge of general office and administrative practices and procedures.
• Knowledge of methods and techniques of composing business correspondence.
• Knowledge of methods and techniques of tracking budget expenses.
• Knowledge of District purchasing policies and procedures.
• Knowledge of web content management methods and standards.
• Knowledge of public relations principles.
• Knowledge of business mathematics.
• Knowledge of research and reporting methods and techniques.
• Knowledge of principles and practices of data collection and compilation.
• Knowledge of applicable Federal, State, and local laws, codes, regulations, and policies, relevant to assigned areas of responsibility including the State Education Code.
• Knowledge of record keeping principles and procedures.
• Knowledge of District and mandated safety rules, regulations, and protocols.
• Knowledge of techniques of providing a high level of customer service by effectively interacting with students, staff, faculty, representatives of outside organizations, and members of the public, including individuals of diverse academic, socio-economic, ethnic, religious and cultural backgrounds, physical ability, and sexual orientation.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Ability to perform advanced and complex administrative support work accurately, within established deadlines, and with use of independent judgment.
• Ability to understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Ability to effectively resolve questions and concerns from internal and external constituencies.
• Ability to plan, develop and implement multiple projects.
• Ability to interpret, apply, and explain District policies and procedures relevant to assigned area of responsibility.
• Ability to review, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Ability to respond to and effectively prioritize multiple phone calls and other requests for service.
• Ability to compose correspondence and reports independently.
• Ability to maintain confidentiality and be discreet in handling and processing confidential information and data.
• Ability to make accurate mathematical computations.
• Ability to enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Ability to establish and maintain a variety of filing, record-keeping, and tracking systems.
• Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Ability to use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Ability to effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Ability to demonstrate sensitivity to, and understanding of, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds of community college students.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Nice To Haves

• Specialized coursework in business administration, or a closely related field.

Responsibilities

• Provides advanced and complex administrative support to executive administrator and serves as point of contact for communications from internal and external constituencies such as students, department staff, educational institutions, vendors, government agencies and the general public; receives and responds to questions, concerns and issues; researches records within areas of assigned responsibility provides follow-up information to inquiries.
• Schedules and coordinates meetings and conference calls for the executive administrator with on and off campus constituents; ensures the executive administrator is briefed and prepared for meetings, events, and business trips.
• Plans, implements and coordinates logistics of District events.
• Coordinates the administration of assigned programs and activities.
• Performs a variety of administrative tasks; independently composes a variety of business correspondence on behalf of the executive administrator, proofreads and checks documents prior to submission for signature.
• Prepares agendas and informational packets; maintains the office’s website.
• Composes and prepare Board actions in accordance with established formats and timelines; compile and organize appropriate background material.
• Compiles information and date for reports and assists in the preparation of statistical and narrative reports.
• Reconciles transactions, including credit card transactions; assigns proper accounting codes and ensures all receipts are submitted with expense reports; obtains approval and forwards to the Fiscal Department.
• Assists in monitoring the office’s budget by gathering data related to expenditures and projected charges; monitors and tracks budget expenditures; implements purchases for office supplies and other items; processes department requisitions and appropriation transfers.
• Organizes and coordinates the executive administrator’s travel arrangements; processes documents consistent with District requirements.
• Designs and implements file, index, tracking, and record keeping systems; maintains confidential files and materials.
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Benefits

• District paid medical, dental and vision insurance for the employee and dependents.
• District paid $100,000 life insurance policy for the employee.
• Educational Management participation in CalSTRS Retirement System.
• Classified Administrators participation in CalPERS Retirement System.
• 20 paid holidays
• 22 vacation days

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED