Executive Assistant (Lateral and Internal/External) (One or More Positions)

Saddleback College

Mission Viejo, CA

ID: 7086479 (Ref.No. P0003325)
Posted: October 1, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:
Under general direction from a college Vice President, performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an assigned college Vice President’s Office; and provides information and assistance to administration, academic and classified staff, students, and the general public.

Knowledge of:
Operational characteristics, services, and activities of the functions, programs, and operations of the assigned Vice President’s Office. 
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment. 
Instructional process and college environment. 
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
Work organization and office management principles and practices. 
Processes, procedures, and practices of budget preparation and administration. 
Principles, practices, and procedures of business letter writing. 
Principles and procedures used in complex, inter-related record keeping. 
Principles and practices used to establish and maintain files and information retrieval systems. 
Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation. 
Statistical procedures and mathematical concepts. 
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. 
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers. 
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Understand the organization and operation of the assigned Vice President’s Office as necessary to assume assigned responsibilities. 
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Perform responsible and difficult executive assistant duties involving the use of independent judgment and personal initiative. 
Oversee and participate in the management of the administrative functions and operations of the assigned office. 
Establish, review, and revise office work priorities. 
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. 
Use sound judgment in recognizing scope of authority. 
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations. 
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public. 
Type or enter data at a speed necessary for successful job performance. 
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. 
Use correct English usage, grammar, spelling, punctuation, and vocabulary. 
Participate in the preparation and administration of assigned budgets. 
Research, compile, analyze, and interpret data. 
Prepare a variety of clear and concise administrative and financial reports. 
Implement and maintain filing systems. 
Independently compose and prepare correspondence and memoranda. 
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. 
Plan and organize work to meet schedules and changing deadlines. 
Work within the policies, functions, and requirements of area of assignment. 
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. 
Adapt to changing technologies and learn functionality of new equipment and systems. 
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 
Work independently and effectively in the absence of supervision. 
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. 
Communicate clearly and concisely, both orally and in writing. 
Establish and maintain effective working relationships with those contacted in the course of work.

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

Equivalent to two years of college level course work in public administration, business administration, secretarial science, or a related field. 

Five years of increasingly responsible experience as an administrative assistant or office coordinator, preferably in an administrative or executive office of a public agency or in an educational environment, including two years of experience in a lead or supervisory capacity.

License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:
Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

Interested applicants must complete the online application, apply for the position, and attach the specified “REQUIRED” documents.

To be considered, each section on the application must contain the requested information (do not state “SEE RESUME” or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. District Human Resources (DHR) may request additional references.

In addition to a full complete application, applicants are required to attach all “REQUIRED” documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and “REQUIRED” documents are attached prior to the “JOB CLOSE DATE.” Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.


For guaranteed consideration, a complete application, and all “REQUIRED” documents are required to be submitted electronically by the “JOB CLOSE DATE.” Applications submitted via facsimile or electronic mail will not be accepted.

Duties and Responsibilities
Participate and assist in the administration of a college Vice President’s office; assist the assigned Vice President in meeting reporting requirements, functional responsibilities, and research objectives; provide complex and responsible secretarial and executive support and confidential assistance including the areas of union negotiation processes, grievances, student discipline, staff and student harassment and discrimination complaints, unfair labor practices, civil rights, and fair housing complaints, and; in the role of the Vice President’s as Section 504/ADA Officer; relieve the assigned Vice President of a wide variety of clerical, technical, and administrative detail; assist in organizing functions and activities promoted by the District or college; may assist the Vice President in ensuring the confidentiality and due process in matters of student discipline including the coordination of discipline hearings; may process paperwork for and distribute financial, scholarships, and student loan disbursements. 
Plan and organize executive office support functions; coordinate, oversee, and evaluate the flow of office work and assure that work is performed in a timely and accurate manner; recommend improvements in work flow, procedures, and use of equipment and forms; review, update, and inform the assigned Vice President and others of essential timelines; discuss and review calendar of events on a regular basis with the Vice President to assure timely coordination of office activities and status of assigned projects; develop schedules related to division/department activities and services.
Utilize electronic technology to correspond with others and to maintain calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with colleges, including other divisions and departments; make travel arrangements for department staff; coordinate web and teleconferences; process conference reimbursement and other requests.
Participate in the selection, orientation, and training of new classified and academic employees when assigned; assign, schedule, train, and provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy; determine the necessity for and assign substitute classified and/or academic personnel as needed.
Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives as requested; complete reports; verify and review forms and reports for completeness and conformance with established regulations and procedures.
Coordinate and oversee specialized functions or projects independently as assigned; assure that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
Screen office and telephone callers; respond to sensitive questions, complaints, and requests for information from administrative, management, academic, and/or classified staff and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.
Serve as liaison between the vice president, and the chancellor, vice chancellors, College presidents, other vice presidents, management staff, academic and classified staff, students, representatives of educational and community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures, or referring callers to the administrator or others as necessary.
Assure that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines; assure the administrator receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.
Participate in preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; assist in resolving budget issues and problems; process budget/expense transfers; recommend budget revisions.
Recommend expenditures of office equipment, materials, and supplies and assure their timely ordering, receipt, and storage; assure proper functioning of office equipment; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment; post, monitor, and track invoices and other expenditures; process and prepare time sheets for signature.
Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.
Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students and staff grievances and complaints, for administrator’s approval.
Format, type, proofread, duplicate, and distribute correspondence, notices, lists, forms, memoranda, and other materials according to established procedures, policies, and standards.
Establish and maintain a variety of complex, intra- and inter-related filing systems including confidential files; establish and maintain files for information, records, and reports involving classified, academic, and administrative payroll and attendance, budget, production and cost records, inventory, manuals, and updated resource materials; maintain records related to specific area of assignment.
Receive mail and identify and refer matters to the administrator in order of priority.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system; recommend changes to and update college web pages.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Interact with the community, external agencies, South Orange County Community College District, Irvine Valley College, and Saddleback College’s administrators, divisions, departments, faculty, staff, and students in all matters related to the area of assignment; interpret and apply policies and procedures and process sensitive complaints and requests for information.
May compose, edit, and coordinate the printing and publication of outreach publications including newsletters, calendars, and direct mail pieces.
When assigned to an instructional division: assure the development, proof-reading, and submittal of the schedule of classes; direct the process for development of new course/curriculum and/or program offerings and assure that current programs are kept up-to-date; assure the management and coordination of use of facilities assigned to the division; assure that grades and attendance records are audited and submitted in accordance with guidelines and time schedules to meet established deadlines.
Perform related duties as required.

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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