Executive Assistant to the President

Location
San Diego, San Diego County
Posted
Jul 03, 2014
Employment Type
Full Time


San Diego Community College District

Executive Assistant to the President


Closing Date:
07/24/2014

Open Until Filled
No

Classification Title
Executive Assistant to the President

Location
Miramar College

Pay Information
Range B, ($4,268.31 – $6,068.90) per month based on the current Supervisory and Professional Administrators’ Association Salary Schedule.
Initial salary placement is typically Step A ($4,268.31) or Step B ($4,469.06). Promoted or transferred employees will be placed as specified in the handbook. This position is FLSA Non-Exempt (may accrue overtime). Excellent benefits are provided to employees with assignments equal to or greater than 50%, and all eligible dependents. A temporary probationary period will be applied to the employee entering this assignment. The SDCCD Employment Web Page provides a link to employee collective bargaining agreements/handbooks, and more information about terms and conditions of employment to include salary and benefits.

No. Months:
12

Position Number:
008304

FLSA Status
Non-Exempt (accrues overtime)

Position Type
Classified

Bargaining Unit
Supervisory & Professional Administrators Association

Range
B

The Position
Applications are currently being accepted for Executive Assistant to the President in the President’s Office, located at Miramar College.
Under the direction of a College President, this position serves as confidential administrative assistant to the President, performing a wide variety of specialized, difficult and responsible administrative, secretarial, and clerical functions. It supports a wide range of complex programs, projects and operations for which contacts must be professionally and tactfully handled. The Executive Assistant oversees and coordinates the day-to-day office operations, including providing work directions and supervision for any assigned support staff. Coordination of special events is occasionally required.
To relieve the President of the need to directly handle a variety of complex and routine administrative issues not requiring the immediate attention of an administrator, the Executive Assistant acts as the primary point person for internal and external contacts for the purpose of resolving or addressing such issues.
Example of Duties

1. Serve as confidential secretary to the College President, performing a wide variety of difficult and complex administrative and secretarial duties and operational duties requiring careful coordination and administration, while relieving the President of routine administrative details.
2. Promote and maintain positive staff relations; screen incoming calls; greet and direct visitors, faculty and staff; maintain good public relations with college and community.
3. Serve as liaison between President and Chancellor, Board, College Presidents, Vice Presidents, Vice Chancellors, academic and classified staff on campus and throughout the District. Communicate and interact with a wide variety of people, including other campus officials, representatives of the State legislature and administrative staff, government officials, representatives from national organizations, accrediting commissions staff, representatives from private business, industry, the media, and the general public; exercise considerable judgment in decision-making and the answering of inquiries and directing people to proper person or department for resolution of issues.
4. Independently provide assistance to others in locating, communicating, and interpreting District and College policies and procedures; provide information to staff and applicants; exercise considerable policy interpretation related to the Education Code, bargaining agreements, government regulations, and other legal codes. Independently coordinate communications and activities within the District with other institutions, outside organizations, and the general public.
5. Schedule, organize, and manage the day-to-day activities of the President’s office to assure efficient and effective office operations; maintain President’s appointments with students, faculty, administrators, and the general public; develop itinerary and make travel arrangements; plan and organize large campus and community functions.
6. Review incoming mail; determine appropriate priorities and refer issues accordingly; compose replies for signature as appropriate; assure timely preparation and maintenance of appropriate records, reports, statistics and documentation. Compose and edit articles for ongoing special campus publications (President’s Report and Campus Bulletins).
7. Take and transcribe complex dictation of correspondence, memoranda, speeches, and reports. Maintain office files and reports.
8. Prepare agendas for President’s College and District committee meetings, including President’s Cabinet, Citizens’ Advisory Council, College Foundations, Students Disciplinary Hearings, San Diego Community College District Auxiliary Organization, and Committee on Academic Personnel (CAP) committee meetings; assemble information and prepare details for discussion; act as recording secretary for various college committees and organizations; take and prepare minutes and follow up on items, as necessary.
9. Approve designated administrative purchases; monitor and authorize budgets and office expenditures; process payments for purchases and contracts; monitor and maintain foundation, trust and contingency accounts.
10. Coordinate and assist in various projects. Coordinate the schedule of classes at a campus, commencement activities, college catalog, directory, and other publications. Assist in the College’s fund raising efforts by developing correspondence, monitoring responses, disseminating appropriate information, answering inquiries, collecting data and donations, and following up on others action taken by the President. Assist in the accreditation process; decide on procedural matters, within the scope of the position’s responsibility in the absence of the President.
11. Participate in the hiring of staff and faculty, student grievances, staff evaluations, and other personnel issues. Screen, interview, and recommend.
12. Collect, compile, assemble, and prepare information, data and reports for special studies and surveys related to the operation of the College; follow through on special projects and assignments related to the President’s community and/or educational ventures.
13. Assist in the development of grant proposals and Board docket items; advise on procedures to be followed; create supporting material; verify data for accuracy, completeness, and compliance with established procedures. May prepare overheads, develop handout material, and conduct other logistics for executive presentations held at the college campus.
14. Operate a microcomputer using word processing, spreadsheet, and data base programs and imaging presentation suites of application software to prepare a variety of correspondence, memoranda, reports, and other materials.
15. Perform related duties as assigned

Classification Description
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Desired Qualifications
1. Demonstrated experience in performing a variety of difficult and complex administrative and secretarial duties such as those outlined in the job announcement.
2. Demonstrated ability to effectively communicate orally and in writing.
3. Demonstrated ability to serve as liaison between a senior administrator (president, vice president or similar position) and those serviced by the administrator’s office.
4. Demonstrated experience in locating, communicating and interpreting policies and procedures.
5. Demonstrated experience with monitoring budgets and overseeing purchases.
6. Demonstrated ability to oversee and coordinate the day-to-day office operations
7. Demonstrated ability to assist with organizing and hosting special events.
8. Demonstrated ability to effectively take and transcribe complex note and minutes.
9. Demonstrated ability to perform office tasks using advanced features of word processing, spreadsheet, presentation and database software.
10. Demonstrated ability to prepare, collect, compile, assemble, and manage information, data and reports.
11. Demonstrated competency and sensitivity to a diverse staff and student population.

Commitment to Diversity:
All applicants must have demonstrated cultural competency, sensitivity to and understanding of the diverse academic, socioeconomic and ethnic backgrounds of community college students and staff.

Special Instructions to Applicants:
To ensure full consideration, qualified candidates must submit a complete online application that includes the items listed (extraneous material will not be reviewed). References to résumés or other uploaded documents within the online application will be considered an “incomplete” application; please enter “N/A” if any section does not apply.
1. Complete online application and responses to the supplemental questions;
2. Cover Letter (not to exceed 3 page) that demonstrates your ability to perform the duties of the position and addressing how your skills, knowledge and abilities match the qualifications listed the “Desired Qualifications” section of this announcement;
3. Current Résumé (not to exceed 3 pages) emphasizing experience, education, training and abilities directly related to the position;
AND
4. Names and contact information for at least three (3) references, including at least one:
a. Superior
b. Peer
c. Subordinate
Important: To ensure consistency and fairness to all candidates, please do not submit materials other than those requested (i.e., personal photo, articles you’ve written, etc.).
Please only upload requested documents using respective document name labels. Uploading extraneous materials, unless specifically requested within this posting, may result in your application not being reviewed. Only complete application packets will be forwarded to the committee.
• Application materials sent via mail, fax, or e-mail will not be accepted.
• Note that correspondence, including interview invitations, will be sent to you via e-mail.
• All inquiries, nominations and applications will be held in the strictest confidence

Conditions of Employment:
SELECTED CANDIDATE IS REQUIRED TO COMPLETE THE FOLLOWING PRIOR TO EMPLOYMENT:
• Submit “official” college transcripts as stated on application (even if a degree is not a requirement for this position);
• Pass a pre-employment physical exam at the District’s expense;
• Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment);
• Have fingerprints taken by a Live Scan computer at the candidate’s expense (Clearance must be received prior to first day of employment);
• Present original documents for proof of eligibility to work in the United States;
AND
• Attend a new hire processing appointment in Human Resources located at the District Administrative Offices.

Job Open Date
07/03/2014

To apply, please visit:
www.sdccdjobs.com

San Diego Community College District is an Equal Opportunity Employer



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