Executive Assistant II

Job description



Executive Assistant II

Foothill-De Anza Community College District

Posting #: 19-003

Campus: Foothill College

Close/Initial Review Date: 9/4/2019

Open Until Filled: No

Description:

Starting Salary: $5,127.11 (per month) plus benefits; Salary Grade: C1-52

Full Salary Range: $5,127.11 - $6,888.99 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

Foothill - De Anza Community College District Mission Statement:

The mission of the Foothill-De Anza Community College District is student success. We are driven by an equity agenda and guided by core values of excellence, inclusion, and sustainability. Every member of our district contributes to a dynamic learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. We are committed to providing an accessible, quality undergraduate education dedicated to developing a broadly educated and socially responsible community that supports an equitable and just future for California.

JOB SUMMARY:

The Executive Assistant is a classified team member in the Student & Faculty Support Center which provides assistance to administrators, faculty and students. The incumbent provides high level administrative support to the Support Center's ongoing activities and programs. This includes all aspects of the center's functions including managing complex calendar and administrative support for administrators, handling confidential information with a high level of integrity and discretion and working with faculty and students while maintaining a high level of professionalism.

On a day-to-day basis, the Executive Assistant may:

  • support deans, associate VPs, or Executive VP where needed
  • provide meeting support including booking conference rooms, supporting video conferences, meeting meals, meeting materials, etc.
  • organize, prioritize and appropriately handle time-sensitive, confidential information and ensuring attention required is addressed
  • when directed, participate in work/projects outside of normal scope to help administrators
  • purchase and stock office supplies, and office equipment.
  • assist the administrative team by creating efficient workflows, processes, and tracking goals

DEFINITION:

Under the direction of an assigned executive or senior administrator, perform a variety of advanced, highly complex administrative support duties. Serve as a liaison with students; faculty and staff; the general public; the Board of Trustees; Chancellor's Office; District administrators and managers of various divisions at Foothill and De Anza College; and outside agencies including police, government offices, State Chancellor's Office, attorney firms and community services. Oversee day-to-day office functions to relieve the administrator of procedural duties.

DISTINGUISHING CHARACTERISTICS:

This class is distinguished from the Executive Assistant by its level of independent judgment, complexity and handling of sensitive and/or confidential information. Positions in this class are characterized by a high level of independent judgment and initiative; perform a wide range of complex duties, analysis, and research and prepare related reports; and are responsible for the integrity, coordination, recordkeeping and communication of sensitive and confidential information regarding students and faculty/staff. Incumbents at this class coordinate operational and administrative functions on behalf of the executive or senior administrator and may serve as a lead to other departmental staff.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:

Depending upon assignment, duties may include, but are not limited to, the following:
  1. Exercise independent judgment performing administrative support duties for assigned administrator; relieve the administrator of a variety of clerical, technical, and administrative duties.
  2. Screen and direct incoming communication including mail and telephone; provide information to staff and students; interpret and clearly communicate District policies and procedures for students, staff and the general public; interact and relay information, questions and decisions.
  3. Independently prepare and send correspondence and prepare materials for reports, conferences, presentations and meetings; respond to letters and general correspondence of a routine nature.
  4. Compile and maintain a variety of sensitive files and confidential information regarding students, faculty and staff, including disciplinary records and transcripts; maintain functional filing systems.
  5. Organize and attend a variety of meetings including grievance hearings and business strategy; prepare agenda, handouts, make arrangement for guests, take minutes, transcribe the minutes for College-wide distribution and store the information.
  6. Perform more complex analysis and reporting typically with College-wide or District-wide reports.
  7. Perform complex research assignments providing written reports, and utilizing spreadsheets and sophisticated software to provide graphs, charts and tables.
  8. Operate one or more aspects of a program, reporting to an assigned administrator to resolve issues, provide reports and assure program objectives and policies are properly implemented; train others as assigned; coordinate daily operations.
  9. Maintain a variety of program and departmental budgets; make budget transfers; create purchase orders; monitor and track expenses for the office budget; compile, prepare and process payroll information for students, faculty and staff.
  10. Serve as a resource to others for data, research, special projects, schedules and other information.
  11. Maintain a calendar of department activities, meetings and various events; coordinate travel for conferences and track expenses.
  12. Coordinate various college-wide functions as assigned; coordinate flow of activities through the office in relation to priorities and schedules; assure timely completion of work according to established policies, procedures, and regulations.
  13. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:
  1. Organization, rules, regulations and programs related to an assigned office or function.
  2. Applicable sections of the State Education Code and other applicable laws.
  3. Basic budget monitoring and control.
  4. Interpersonal skills using tact, patience and courtesy.
  5. Policies and procedures related to the College.
  6. District organization, operations, policies and objectives.
  7. Financial and statistical record-keeping techniques.
  8. Office management and organization techniques.
  9. Record-keeping techniques.
  10. Correct English usage, grammar, spelling, punctuation and vocabulary.
  11. Telephone techniques and etiquette.

Ability to:
  1. Demonstrate your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Perform a variety of administrative support activities independently to relieve the administrator of procedural duties and coordinate the day-to-day administrative operations of the office.
  3. Read, interpret, apply and explain District and department policies, procedures and regulations.
  4. Analyze situations accurately and adopt an effective course of action.
  5. Understand and use sound judgment in recognizing and working within scope of authority.
  6. Implement and oversee program or task elements related to assigned function.
  7. Communicate effectively both orally and in writing.
  8. Operate a computer and software programs for word processing, data entry and budget keeping.
  9. Maintain records and prepare reports; compose correspondence and written materials independently.
  10. Establish and maintain cooperative and effective working relationships with others.
  11. Plan and organize work.
  12. Meet schedules and timelines.
  13. Work confidentially with discretion.
  14. Work independently with little direction.

MINIMUM QUALIFICATIONS:
  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to an Associate's degree AND five (5) years increasingly responsible administrative support or secretarial experience involving frequent public contact AND experience providing executive assistant support to executive level or senor level management.

WORKING CONDITIONS:

Environment:
  1. Indoor work environment.
  2. Constant interruptions.

Physical Abilities:
  1. Hearing and speaking to exchange information in person and on the telephone.
  2. Dexterity of hands and fingers to operate computer keyboard.
  3. Vision to read various materials.
  4. Standing for extended periods of time.
  5. Reaching overhead, above the shoulders and horizontally.
  6. Bending at the waist, kneeling or crouching.
  7. Lifting, carrying, pushing or pulling heavy objects up to 30 lbs.

APPLICATION PACKET:
  1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.
  2. A cover letter addressing your qualifications for the position.
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html

CONDITIONS OF EMPLOYMENT:

Position: Full-Time, Permanent, 12 months per year

Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.



For more information about our application process contact:

Employment Services

Foothill-De Anza Community College District

12345 El Monte Road

Los Altos Hills, California 94022



Email: [email protected]

http://hr.fhda.edu/






To apply, visit: http://hr.fhda.edu/careers/





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Posted: 8/15/2019
Application Due: 9/5/2019
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