Executive Assistant to the Assistant Superintendent/Vice President

Southwestern College (CA)•Chula Vista, CA

56d•Onsite

About The Position

Under the direction of assigned administrator, perform a wide variety of difficult, specialized, and highly complex administrative duties; analyze and resolve difficult, time sensitive and confidential situations. Process administrative details not requiring the immediate attention of the executive staff member, including the coordination of functions, communication of department policy, the preparation of reports and other administrative tasks. The Executive Assistant to the Assistant Superintendent/Vice President-Confidential classification is an option class covering assignments to an Assistant Superintendent/Vice President. Incumbents report to and support an executive with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse, complex, and confidential administrative tasks, requiring a substantial amount of tact, judgment, and initiative. Incumbents are required to be self-directed and to relieve the administrator of routine administrative duties and provide work direction and guidance to clerical personnel assigned to the department. The Executive Assistant to the Assistant Superintendent/Vice President-Confidential gathers, creates or handles documents or data concerning employee grievances or data relating to or containing information about the employer's bargaining position, negotiating strategy or proposals; incumbents may attend grievance meetings on behalf of the administrator. The Executive Assistant to the Assistant Superintendent/Vice President-Confidential is assigned to one of four areas, each requiring unique characteristics, responsibilities, and tasks and each comprising an option. The positions are not interchangeable. The options include: Academic Affairs, Business and Financial Affairs, Student Affairs, and Human Resources.

Requirements

Any combination equivalent to: two (2) years' college-level coursework in standard office procedures and practices with additional coursework in a field related to the area of assignment
Four (4) years' experience in an increasingly responsible administrative support position.
Knowledge of: Applicable sections of State Education Codes.
Knowledge of: Operation, procedures, and precedent of office to which assigned.
Knowledge of: Modern office policies, practices, methods, procedures, and equipment.
Knowledge of: English usage, grammar, spelling, punctuation, and vocabulary.
Knowledge of: Oral and written communication skills.
Ability to: Perform difficult and complex administrative and secretarial tasks.
Ability to: Interpret and apply policies and procedures independently, and use judgement and discretion to act when precedents do not exist.
Ability to: Analyze and resolve difficult and sensitive situations.
Ability to: Work confidentially with discretion.
Ability to: Assemble diverse data and prepare reports.
Ability to: Use and quickly learn new office support technology systems and software packages.
Ability to: Train and provide work direction to others.
Ability to: Work independently with very little or no direction.
Ability to: Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Ability to: Communicate clearly and concisely, both orally and in writing.
Ability to: Establish and maintain effective working relationships with those contacted in the course of work.

Responsibilities

Work with and provide assistance, direction and support to Student Affairs division managers.
Serve as an Executive Assistant to the Assistant Superintendent/Vice President-Confidential to assigned administrator, relieving the administrator of a variety of technical, and administrative duties; serve frequently as a liaison between the administrator and the public, students, staff, and other campus officials.
Promote and maintain positive staff, student, and community relations.
Provide information and assistance in person or by telephone regarding assigned program, established practices, policies, and procedures to the faculty, staff, administrators, students, and the general public.
Provide administrative support to various committees, including, but not limited to, taking and processing minutes.
Collect and compile statistical and financial data and other information for inclusion into special and periodic reports; prepare special reports; research information and establish appropriate publication formats; provide data to external agencies.
Process and prepare agenda items for submission to the Governing Board; review and proof documents, contracts, and resolutions for accuracy, completeness, and conformance to applicable rules and regulations.
Assist in preparing budget estimates; monitor budget expenditures.
Receive and sort mail; identify and refer matters to assigned administrator in order of priority; receive visitors, arrange travel, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.

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