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EXECUTIVE ASSISTANT TO THE CHANCELLOR

Job description



EXECUTIVE ASSISTANT TO THE CHANCELLOR

Grossmont/Cuyamaca Community College District


Posting Number: 18-00043

Department: D - Chancellor

Site: District

FTE: 1.00

Months: 12 Month

Pay Grade Level: Confidential Assistant (Grade-J), Step A or Step B

Starting Pay Rate: $71,655 or $74,521 annually

Work Hours: 8:00 a.m. to 5:00 p.m. with occasional flex schedule to accommodate evening/weekend special events and meetings.

Shift Differntial: None

Required Applicant Documents: Resume Cover Letter

Special Instructions to Applicants:
Interested applicants must submit all requested application materials by the closing deadline, including a 1-2 page cover letter addressing their interest in the position and how they meet the qualifications of the position.

NOTE: INTERVIEWS ARE TENTATIVELY SCHEDULED FOR THE WEEK OF DECEMBER 17TH.

Closing Date: 12-17-2018

Job Summary:
EXECUTIVE ASSISTANT IV (CONFIDENTIAL UNIT)

Under the direction of the Chancellor, the Executive Assistant serves as executive support staff to the Chancellor, performing confidential and specialized administrative duties for the District; fosters cooperative working relationships and acts as liaison between the Chancellor and Governing Board Office (GGBO) and the internal and external Grossmont-Cuyamaca Community College District (District) communities.

ESSENTIAL FUNCTIONS:

Works cooperatively with the Chancellor and members of the CGBO and District leaders to carry out the District's mission, goals, and objectives.

Provides executive administrative support to the Chancellor, maintains his/her appointment calendar, schedules meetings, makes travel arrangements, manages daily office operations, and handles sensitive and confidential information.

Serves as key point of contact for visitors/callers regarding the District; provides accurate and pertinent information regarding rules, regulations, laws, and policies.

Uses considerable judgment in handling complex and controversial matters.

Acts as the Chancellor's liaison with District administrators, staff, faculty, students and the public, coordinating resolutions to issues, problems, and complaints as appropriate.

Assists the Chancellor and her executive staff in preparing agenda items, resolutions, and reports to be submitted to the Board of Trustees.

Coordinates correspondence with the internal and external District community; screens incoming communications for crucial/confidential matters requiring urgent attention.

Coordinates activities in support of additional roles of the Chancellor, such as serving on public and community boards, facilitating community connections, and activities associated with those roles.

Oversees CGBO budget preparation, tracking and reconciliation processes; creates and processes contracts, agreements, invoices, and requisitions; develops budget reports.

Researches and compiles data for reports and surveys.

Serves as staff support to District and Governing Board meetings, committees, advisory councils, and cabinets, including preparing and distributing agendas, scheduling speakers, coordinating logistics, and maintaining records of governance processes and actions.

Plans, schedules, and organizes District-wide events, workshops, informational seminars, presentations, and related activities.

Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information.

Organizes and coordinates office functions, activities, and communications to assure efficient and effective CGBO operations; maintains office supplies, equipment, and services; secures meeting facilities and refreshments, as required.

Exercises independent judgment and confidentiality in coordinating administrative functions requiring knowledge and interpretation of District policies and procedures.

Supervises, trains, and evaluates student workers and assigned staff.

Demonstrates sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, staff, and the community.

Performs related duties, as assigned.

Minimum Qualifications:
MINIMUM QUALIFICATIONS

Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying.

Following is a typical way to demonstrate the required qualifications: Equivalent to a Bachelor's degree from an accredited college and five (5) years of increasingly responsible and varied office management or administrative support experience (preferably assisting an executive or senior-level administrator).

Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ethnic, and disability backgrounds of community college students and employees.


KNOWLEDGE:

Organization and function of higher educational institutions, including the role of a Chancellor and Board of Trustees.

Laws, policies, rules, regulations, and procedures related to major functions of the District, including the role of the Chancellor and Board of Trustees

Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs and policies within assigned areas of responsibility.

Fundamentals of budget development, management, and control

Principles and procedures of record storage, control, retrieval, and management

Methods for effective administrative reporting, document and presentation preparation

ABILITIES:

Anticipate, identify, and evaluate issues from an executive leadership perspective

Effectively organize and manage multiple projects across organizational lines and functions

Cultivate cooperative and effective working relationships with officials, administrators, faculty, staff, business partners, and the public to help achieve goals and objectives

Demonstrate initiative and take ownership and accountability for work

Adapt to changing priorities and schedule work flow to meet changing priorities and timelines

Exercise sound judgment, integrity, emotional intelligence, and discretion in working with and on behalf of the Chancellor to maintain the purpose and confidentiality of work

Develop and implement procedures to meet changing needs, including use of modern technology

Work effectively under pressure, meet deadlines, and adjust to changing priorities

Communicate effectively, orally and in writing, with strong business writing skills

Demonstrate that people of diverse backgrounds, perspectives, socioeconomic levels, cultures, and abilities are valued, welcomed, and included in all aspects of the organization.

Travel to offsite meetings and events

Preferred Qualifications:
Other Licenses and Certifications:

Other Licenses and Certifications:

Working Conditions:

General Employment Information:
Information provided by the applicant, other than that requested for statistical purposes by the Employment Services Office, which indicates candidate's gender, age, ethnicity, religious preference, etc. will be removed from the application. All submitted materials become District property and cannot be returned.

BENEFITS: The Grossmont-Cuyamaca Community College District provides an excellent comprehensive benefits program including medical, prescription drugs, vision care, dental, life and income protection insurance, and membership in the Public Employees Retirement System (PERS) or the State Teachers' Retirement System (STRS).

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

NOTE: Offers of employment are contingent upon successful fingerprint clearance. A $32.00 processing fee plus Live Scan fee will be required.

Applicants who are protected under the Americans with Disabilities Act due to a disability and who require accommodations for completing the application process or interviewing, please notify the District Employment Services Department. Phone (619) 644-7679.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Posting Date: 11-27-2018

Date Job Commences: ASAP

To apply, visit: https://jobs.gcccd.edu/applicants/Central?quickFind=52064

The Grossmont-Cuyamaca Community College District (GCCCD) is committed to providing learning and working environments that ensure and promote diversity, equity, and inclusion. People of diverse backgrounds, perspectives, socioeconomic levels, cultures, and abilities are valued, welcomed, and included in all aspects of our organization. GCCCD strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.





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Posted: 11/30/2018
Application Due: 1/29/2019
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