Executive Assistant (ACC PD)

Austin Community College District•Highland, CA

1d•Hybrid

About The Position

To provide executive level administrative support. Operates under the direct supervision of the department manager or designated supervisor. The role does not typically include supervisory responsibilities but may occasionally provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments.

Requirements

Understand and perform administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Apply principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Basic principles of college-level administration.
Effective communication techniques and strategies.
Operate standard office equipment including computers, telephones, copiers, and scanners.
Follow and apply knowledge of college policies and procedures.
Records retention, preservation, and recording.
Principles and methods of budget preparation and expenditure control.
Maintain schedules effectively.
Effective communications.
Adherence to confidentiality laws.
Perform word processing and spreadsheets.
Ability to manage time effectively and prioritize tasks.
Demonstrate excellent organizational skills to handle multiple responsibilities.
Work independently and within a team.
Possessing a customer-oriented and solutions-focused mindset.
Preparing and processing purchase orders.
Accountable for inventory/property management.
Compiling and organizing complex material, summarizing discussions and actions taken in report form.
Reviewing and preparing narrative and statistical reports and records.
Analyzing situations accurately and adopting an effective course of action.
May also use social media, work with desktop publishing, and update webpages.
Associate’s Degree. Four (4) years of related work experience may substitute for this education requirement. Applicants who substitute work experience to meet the education requirement must use additional related work experience to meet the years of "Required Work Experience" for this position.
Three (3) years of related experience.
Applicants must meet the Texas Law Enforcement Telecommunications System (TLETS) access eligibility criteria as contained in the FBI Criminal Justice Information Systems Security Policy.
Must maintain TLETS access eligibility for continued employment in position.
Valid driver’s license from any state.
Must be able to obtain a Texas driver’s license and have an acceptable driving history.

Nice To Haves

Bachelor’s degree.

Responsibilities

Perform administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
Perform clerical duties including correspondence, ordering supplies and equipment, maintaining tracking systems and logs, processing mail, and duplication.
Provide customer service to faculty, staff, and/or prospective, current, and returning students.
May serve in a variety of areas focusing on specific rules, government regulations, and documentation specific to that area.
Provides clerical support for programs and functions, which may include producing handouts, fliers, newsletters, brochures, manuals, and other documents.
Provides executive level support to an executive vice president, vice president or associate vice president by receiving, prioritizing, and responding to incoming correspondence, requests, reports and telephone, or email contacts.
Expedites the processing of documents or other items requiring action, assesses and works with other staff and community members to resolve issues from students, employees, and the public regarding college activities.
Performs complex computer activities including word processing, data processing, scheduling processes and visual and graphic presentations.
Coordinates and maintains operating budgets.
Receives and processes requests for budget expenditures such as travel, equipment purchases, and funds for other activities and events.
Coordinates special projects including researching and analyzing information and data; interpreting and applying policies and procedures, and/or recommending alternative solutions based on information gathered.
May assign and review the work of office personnel.