Executive Assistant to the Superintendent/President and Office Manager
El Camino College
Executive Assistant to the Superintendent/President and Office Manager
Division: President’s Office
Close Date: 08/28/2017
Complete job description and application available online at: https://elcamino.igreentree.com/css_classified
CONFIDENTIAL STATUS: This is a Confidential position as defined in the Government Code, Section 3540.1 (c). “Confidential employee” means any employee who, in the regular course of his or her duties, has access to, or possesses information relating to, his or her employer’s employer-employee relations.
Under the general direction of the Superintendent/President, manage the Office of the Superintendent/President, performing very difficult and highly specialized Executive Assistant level work; perform highly technical and confidential administrative functions; communicate effectively on behalf of the Superintendent/President, manage multiple projects with tight deadlines in a fast-paced work environment; and perform related work as required.
This is the highest level class in the Confidential series. The position is assigned to the Superintendent/President and performs the most confidential, complex office management and Executive Assistant duties. The assigned work requires a broad knowledge of the rules, regulations, laws and policies governing the District. The position has substantial contact with members of the District's Board of Trustees, administration and staff regarding matters of a wide and varied nature and oversees the management of the Office of the President, requiring the highest level of discretion and good judgment. The Office of the President is often the first call for those seeking information or resolution of an issue. The Executive Assistant/Office Manager must handle these calls with skill and organization, directing the workflow to the most appropriate organizational unit. The position requires the ability to communicate effectively both verbally and in written form.
Provides leadership to and supervises the staff assigned to the Office of the Superintendent/President.
Organizes the workflow of the Office of the President, ensuring that projects are prioritized and completed in a timely manner.
Prepares comments and other remarks for the Superintendent/President when he/she is speaking at public functions.
Prepares correspondence independently from notes, instructions or own knowledge of matters involved for signature of the Superintendent/President.
Serves as an ambassador of the Superintendent/President when communicating with the public or college personnel.
Anticipates the information needs of the Superintendent/President and ensures timely communication of such information to the Superintendent/President.
Serves as Executive Assistant to the Superintendent/President; receives and records confidential information.
Acts as liaison with members of the Board of Trustees, and coordinates the preparation of informational, administrative and travel services.
Works with other offices in the college and sees that reports and other materials are furnished on time.
Meets visitors, employees, and officials coming into the Superintendent/President's office.
Provides supervision, oversight and coordination of the scheduling of appointments; answers inquiries by telephone or in person regarding matters in the office, either giving information on Board policies or matters involving the Superintendent/President which in the incumbent's judgment may be given, as appropriate, refers callers to the Superintendent/President or appropriate Area Vice President or staff.
Receives, compiles, and types other documents, including statistical reports and applications; prepares and keeps files of administrative records; maintains policies of the District.
Collects material and prepares agenda for board meetings; notifies board members and persons required to be present at meetings.
Attends meetings of the Board of Trustees and takes minutes of proceedings.
Prepares, edits and reviews minutes, distributes copies to board members and administrative officers.
Collects material for Superintendent/President’s meetings, including, but not limited to Cabinet, Management, Senior Management and meetings with colleagues on and off the campus.
Performs special projects and other duties as assigned.
KNOWLEDGE AND ABILITIES
Correct English usage, spelling, grammar, vocabulary, and punctuation;
Modern office practices, procedures and techniques, including letter and report writing, receptionist and telephone techniques;
Modern filing systems and techniques;
Principles of training and supervision;
District rules, regulations, policies and procedures;
Roberts Rules of Order.
Supervise assigned staff.
Exercise strong interpersonal skills and communicate effectively in a wide variety of settings;
Excellent writing skills and proven ability to prepare remarks/comments on behalf of the Superintendent/President;
Perform difficult and responsible administrative work using independent judgment;
Devise and adopt office procedures to changing organizational needs;
Prepare clear comprehensive reports;
Maintain complex and confidential records;
Interpret and apply policies, laws and regulations of the District;
Gather and analyze a wide variety of data;
Exercise good judgement in handling difficult situations.
Analyze situations accurately and take effective action;
Compose correspondence independently;
Assemble a variety of data for reports;
Strong typing skills;
Knowledge of word processing software for creating and editing written
Knowledge of computer software for creating and designing a variety of projects, including desktop publishing, spreadsheet creation and database management;
Use tact and diplomacy when meeting the public, staff, administrators and students;
Establish and maintain cooperative relationships.
EDUCATION AND EXPERIENCE
Five years of broad, varied and increasingly responsible experience in administrative work, preferably in the field of public education.
AA degree or the equivalent in liberal arts, business, communications or computer information systems. Experience beyond the five years required may be substituted for required education on a year for year basis.
Two years of supervisory experience preferred.
Ability to take notes at meetings to create detailed meeting minutes.
Background in public information, public relations or working with the public a plus.
SALARY RANGE $6,254 to $8,070 per month.
Employees contribute 6.50% - 7% of their earnings toward the Public Employees Retirement System (PERS).
CONDITIONS OF EMPLOYMENT
This is a full-time, twelve-month, confidential position. Excellent fringe benefits include eight 32-hour workweeks during the summer. Working hours will be Monday through Friday 7:45 a.m. until 4:30 p.m.
Employment is subject to verification of all information provided on the employment application. Candidates selected for employment must agree to be fingerprinted, provide current tuberculosis test results, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.
Applicants must submit the following documents by the closing date: 1) Online application: https://elcamino.igreentree.com/css_classified
2) Resume - Resumes are NOT accepted in place of any part of the application and you should complete all sections of the application even if the entries duplicate information on your resume.
3) Pertinent transcript(s) in pdf format as stated in the job qualifications if applicant holds one. (Unofficial computer-generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE pdf document.
Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf
Applicants with disabilities requiring special accommodations must contact Human Resources at least five (5) working days prior to the final filing date.
Please Note: Documents submitted or uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.
If you should need assistance please call (310) 660-3593 Ext. 3807 or visit the office between 8:00 a.m. and 4:00 p.m., Monday through Friday.
Due to the large volume of calls received on closing dates, we highly recommend that you do not wait until the last day to apply so that we may assist you with questions or technical matters that may arise. Give yourself sufficient time to complete the profile, which may take 45 minutes or more. Positions close promptly at 3:00 p.m. PST (pacific standard time).
CLOSING DATE: Monday, August 28, 2017 at 3:00 p.m.
El Camino College is an Equal Opportunity Employer
The El Camino Community College District provides equal employment opportunities to all qualified employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, gender identity or sexual orientation), national origin, age, disability, or veteran status.