Manager, Board Support Services / Board Secretary

Costa Mesa, California
$88,220.00 - $117,245.00 Annually
Oct 12, 2017
Executive Administration Jobs
Other Executive Administration
Institution Type
Community College

Coast Community College District


Manager, Board Support Services / Board Secretary

Job# D-016-18

Salary: $88,220.00 - $117,245.00 Annually

Deadline:  11/2/2017


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Plans, organizes, directs, and coordinates activities and services that support the Board of Trustees and Chancellor including, but not limited to, Board meetings, management of official records and correspondence, regulatory filings, and administrative support.


Distinguishing Career Features

The Manager serves at the will of the Board and Chancellor (Education Code 88012) by directing day-to-day operations of the Board Office and all official proceedings and meetings.  In this regard, the position is jointly accountable to the Board officers and Chancellor.  In addition to directing and integrating the activities of the Board Office staff, the Manager serves the role of directly assisting the Board, is accountable for maintenance of public records, and is responsible for the coordination of timelines, approvals, posting and distribution of all Board agendas in compliance with Board Policy and law.  The Manager is also consulted with and renders opinion of parliamentary procedure and public meeting often in front of live audiences.  The Manager ensures that the staff serves the Trustees responsively and objectively in support of the mission of the District. 


Essential Duties and Responsibilities

• Serves as the Secretary to the Board of Trustees.

• Ensures effective operations of the Board Office staff by planning, directing, and coordinating activities that provide support to the Board's public meetings, legislative processes, communications, and custody of public records.

• Develops, consults, and supervises preparation and distribution of Board meeting agendas, schedules, and documents.  Consults with the • Board President and Chancellor, authorizes, and ensures that all documents are finalized and distributed for public view on a timely basis.

• Ensures that staff assisting with and facilitating agenda preparation, communications, and public proceedings, comply with the provisions of the Brown Act.  Meets and consults with the Board officers, Chancellor, and other executives to support these processes as needed.

• Manages all preparations for Board meetings, including regular, committee, ad hoc, work sessions, and retreats, both on-and-off District properties.  May facilitate the organization and content of Board agendas.

• Directs and may personally record, prepare, and certify official minutes, resolutions, excerpts, and Board-directed action items.  Serves as the official Custodian of Records for the Board.

• May assist the Chancellor's office, as directed.

• Develops, recommends, implements, and monitors work plans to accomplish the projects and assignments made by the Board and Chancellor.

• Provides professional expertise and support to the Trustees and Chancellor related to confidential and non-confidential matters.

• Develops, recommends, implements, and interprets Board Policies and Administrative Procedures impacting the Board Office administration.

• Oversees and conducts advanced research, procedural, organizational, and administrative studies.  Prepares reports on findings and proposed or recommended actions.  Conducts briefings for the Chancellor and Trustees.

• Assists with and supports the District Student Council and Student Trustee including on matters such as elections; serves as liaison for community involvement committees, strategic partnerships, and inter-jurisdictional activities and events as directed.

• Establishes measures of effectiveness and directs and monitors performance against the goals for the Board Office; directs the conduct and completion of projects and assignments and conducts reviews of staff performance.

• Directs and participates in developing the budget for the Board Office.  Researches and forecasts travel, events, and other expenditures to be put in the budget.

• May provide public information to include in press releases and public statement. May be consulted on written publications coming from the Chancellor's Office of a marketing, public relations, and communications nature.

• Performs other duties as assigned that support the overall objective of the position.



Knowledge and Skills

The position requires professional knowledge of the theories, principles, and practices in one or more of these areas, depending on the needs of the District: public administration, management, social science, planning, operations research and evaluation, or the equivalent that can aid policy analysis.  Requires knowledge of the legislative and policy development processes and parliamentary rules and procedures.    Requires a broad working knowledge of Education Code, the Brown Act, and principles and practices of administrative law, particularly those relating to municipal governments and state subdivisions.  Requires knowledge of the principles and practices associated with management practices, leadership style, team building, goal setting, and performance management.  Requires in-depth knowledge of the District structure, functions, strategies, programs, policies, and community issues and opportunities. Requires knowledge of research and project steps, including research design, defining and measuring outcomes.  Requires well-developed knowledge of, and skill in using personal computers, common desktop productivity and visual presentation software, business databases, and specialized research applications used in education. Requires working math skills to perform business math and statistical analysis, as well as identify qualitative and quantitative techniques for measuring effectiveness.  Requires well-developed knowledge of modern English to prepare influential professional reports suitable for public communication.  Requires well-developed human relations skill to adapt to diverse personalities and styles, establish harmony and cooperation within a work team, facilitate and moderate group discussions, and prepare and deliver formal presentations to audiences that may offer argumentative discussion.



Requires the ability to carry out the functions of the position.  Requires the ability to interpret and apply relevant sections of the Education Code, Brown Act, and Board Policy and Administrative Procedures.  Requires the ability to develop annual work plans for the Executive Office and to conduct research and analysis requiring participation of other internal and external groups.  Requires the ability to remain objective with elected Trustees and to properly handle confidential communications.  Requires the ability to install and maintain a records management and archiving system and responsive procedures for dispersing public information.  Requires the ability to present facts and recommendations in a clear, concise, interesting, and logical manner, both orally and in writing.  Requires the ability to develop and maintain positive work relationships with peers, the Board, Chancellor, campuses, committees, other agencies, communities, and special interest groups.   Requires the ability to give full attention to what other people are saying, take time to understand facts and points being made, ask appropriate questions, and not interrupt at inappropriate times.  Requires the ability to prioritize workload to meet deadlines.  Requires the ability to work varying schedules.


Education and Experience

The position requires a Bachelor's Degree in public administration, political science, business marketing, pre-law, or equivalent discipline and five (5) years of progressive experience in a professional capacity supporting executive and/or political processes involving projects and public processes. Or, any combination of education and experience that would provide the equivalent qualifications.


Working Conditions

Work is performed indoors where minimal safety considerations exist.


Coast Community College District is an Equal Opportunity Employer

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