Executive Assistant to the Office of the Vice Chancellor

District

Mission Viejo, CA

ID: 7076473 (Ref.No. P0004919)
Posted: March 25, 2021
Application Deadline: Open Until Filled

Job Description


Location
30-District
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).


Summary Description:

To manage the Office of the Vice Chancellor, assuring that work is performed in a timely and accurate manner; represent the Vice Chancellor’s office as appropriate; perform a variety of highly responsible, confidential and
complex secretarial and administrative support duties for a District Vice Chancellor; perform research and special projects as assigned; assist in facilitating the smooth flow of work and office operations; and to provide information and assistance to students, faculty and staff. To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities
and other collaborative processes; encourage professional excellence among the staff and promote an organizational
culture of customer service, innovation, and quality services.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from the applicable Vice Chancellor in designated area of assignment.
Exercises functional and technical supervision over lower level secretarial staff or student assistants as assigned.


Knowledge of:

Basic research methods and techniques.
Budget preparation and monitoring.
Correct English composition, grammar, spelling and vocabulary.
Current word processing, spreadsheet, database, and pdf editing programs, methods and techniques.
District and College organization, operations and objectives.
District and College policies and State and federal laws and regulations.
Interpersonal skills including tact, patience and diplomacy.
Operation of computer, peripherals and software programs, including information systems, database management,
spreadsheet, word processing, web application, and specialized software.
Oral and written communication skills.
Planning and organizational skills.
Principles and practices of supervision and training.
Principles, practices and procedures of business letter writing, data collection, financial and statistical record keeping, and report preparation.
Receptionist and telephone techniques and etiquette.
Statistical procedures and mathematical concepts.
Techniques used in office management and public relations.


Ability to:

Communicate clearly and concisely, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary, with diverse constituencies within and outside of the District.
Compile information and write complex reports, business correspondence, and procedure manuals independently.
Effectively present information in person or on the telephone.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Establish, review, and revise office work priorities.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
Independently compose correspondence and memoranda.
Learn and correctly interpret, apply, and explain the policies, procedures, and regulations related to the function
to which assigned.
Maintain accurate statistical and financial records.
Maintain confidentiality of sensitive information.
Operate office equipment such as computer, printer, calculator, copier, and facsimile machine.
Operate word processing, desktop publishing, spreadsheet, data base management, presentation, pdf editing, web
application, and specialized software proficiently.
Perform assigned work with speed and accuracy.
Perform responsible and complex executive support work involving the use of independent judgment and personal
initiative.
Plan and organize work.
Relate effectively with people of varied academic, cultural, and socioeconomic background using tact diplomacy
and courtesy.
Respond to requests and inquiries from members of the Board of Trustees, administrators, students, staff, or the
public.
Train and provide work direction to others.
Type, format, proofread, duplicate, and distribute documents and other written materials, such as reports, business
correspondence, and procedure manuals.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within
a system of community college districts.
Use sound judgment in recognizing scope of authority.
Work effectively with minimal supervision.


Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Education/Training:

Equivalent to an associate’s degree with major coursework in business, secretarial science or related field. A bachelor’s degree with major coursework in business or public administration is highly desirable.


Experience:

At least five years of increasingly responsible secretarial experience, including three years of experience as an executive level administrative assistant, highly responsible administrative assistant or office manager in an executive level office of a public agency, preferably in an educational environment.


License or Certificate:

Possession of California Notary license is highly desirable.


Conditions of Employment:

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Work Environment:

Standard office setting. Duties are performed primarily in an administrative office environment while sitting at a desk or computer workstation. Incumbents are subject to frequent contact with others, frequent interruptions, and demanding legal timelines. At least minimal environmental controls to assure health and comfort.


Physical Demands:

An incumbent regularly sits for long periods, walks short distances on a regular basis, occasionally travels to various locations to attend meetings and conduct work, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.


Duties and Responsibilities

Manage the Office of the Vice Chancellor, relieving the Vice Chancellor of a wide and complex variety of administrative details; coordinate and manage specialized functions or projects independently as assigned; research, analyze and evaluate a wide variety of issues, data, recommendations and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate; attend and contribute to communication meetings as assigned.meetings as assigned.

Perform administrative support duties to assist the Vice Chancellor in meeting reporting requirements, functional responsibilities and research objectives; coordinate the Office of the Vice Chancellor; assign, schedule, coordinate, oversee, and evaluate the flow of office work and perform work in a timely and accurate manner.

If included in designated area of assignment, act as custodian of records and conflict of interest coordinator; serve as the liaison with County of Orange Clerk of the Board for all conflict of interest filers and policy updates; file amendments to conflict of interest code with County Clerk of the Board; and review all new positions and make determination on conflict of interest disclosure category.

Perform a variety of complex, responsible and confidential executive support work, such as, but not limited to, timely
processing of notices of completion, environmental impact reports and addendums, and property boundary records,
liability claims, lawsuits, union negotiations, grievances, unfair labor practices, civil rights and fair housing complaints; assist in the preparation of management positions for collective bargaining; independently respond to letters in consultation with attorneys.

If included in designated area or assignment, prepare employment contracts for executive administrators; prepare and administer consultant agreements for services provided by outside vendors to the District and colleges; coordinate contracts/agreements requiring legal review prior to execution and/or board approval.

Serve as liaison between assigned Vice Chancellor and the Chancellor, administrators, academic and classified staff,
students, representatives of the community and the public, by relaying messages, answering questions, clarifying
information, responding to requests, resolving problems, explaining District policies, regulations, and procedures or
referring callers to the Vice Chancellor or others.

Coordinate closely with the Office of the Chancellor in matters related to Board agenda preparation, closed sessions, contracts, legal issues, and the coordination/scheduling of meetings; assist the Office of the Chancellor with events, presentations and phone/reception support.

Prepare and coordinate the revision of board policies and administrative regulations as assigned; if in designated area of assignment, review board policy and administrative regulation updates provided by the California Community League of California and determine whether imminent revision is needed to District board policies and administrative regulations; provide support to the Board Policy and Administrative Regulations Advisory Committee; maintain currency of board policies and administrative regulations on District’s website.

Ensure that Board agenda items and supporting documents are developed, prepared, formatted, and forwarded within
District timelines and legal guidelines; conduct research, gather information related to Board agenda items, and compose Board agenda items; ensure the Vice Chancellor receives timely notification of Board requests for information or action; ensure that the Board receives information and notification of action taken as requested.

Assist in annual budget preparation; monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions to order supplies; receive
and store office supplies and ensure proper functioning of office equipment.

Consult, coordinate, and conduct inquiries in the development of instructions, procedures and forms for procedures related to travel and conference reimbursements, employee evaluation forms, and consultant agreements.

Make travel arrangements, maintain appointment schedules and calendars, arrange meetings, conferences and civic functions for the Vice Chancellor as needed; review, update and inform the Vice Chancellor and others of essential timelines; process reimbursement requests.

Serve on District committees, task forces and other work groups as needed; may provide staff support to the District
Resources Allocation Council, the Capital Improvement Committee, the Board Policy and Administrative Regulations Advisory Committee, Foundation for South Orange County Community College District, ATEP
Facilities Corporation, and other standing or ad hoc committees or groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate. Maintain meeting documents and library archives on District’s website and/or intranet.

If included in designated area of assignment, maintain and update administrative unit reviews within assigned software platform; participate in developing goals and objectives for the division; align employment goals and
objectives with District-wide goals and objectives.

Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals and other materials according to established procedures and standards.

Plan, organize, and oversee the clerical support function in assigned office; train and provide work direction to assigned student workers and/or clerical assistants; manage the work activities of assigned department; prioritize and
review work assignments and review work for accuracy.

Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data, and other information; research and verify information as requested.

Perform related duties as assigned.





At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.



 

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