EXECUTIVE ASSISTANT/CHANCELLOR'S OFFICE
PERALTA COMMUNITY COLLEGE DISTRICT
EXECUTIVE ASSISTANT/CHANCELLOR’S OFFICE
Salary Range: $6,182.16 - $7,488.48/Month
Application Deadline Date: March 3, 2021
For more information and to apply visit our career site.
Under the direction of the Chancellor, performs highly confidential professional level work in the analysis, research and preparation of a variety of reports; monitors district programs and projects in accordance with District, Federal and State statutes; provides administrative support duties to the Chancellor.
EXAMPLES OF ESSENTIAL DUTIES:
Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
• Reports to and is directly responsible for administrative support services for the Chancellor.
• Performs a variety of complex, difficult and responsible administrative support duties; types a variety of correspondence, memoranda, reports, statistical reports and other materials; may compile statistical, fiscal and financial data and other information for inclusion into special and periodic reports; composes correspondences independently; prepares agendas and meeting materials, and distributes meeting packets.
• Oversee the awards process for the Chancellors Trophy Award and Classified Employee of the Year.
• Serves as liaison between the Chancellor, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the executive or others.
• Maintains Chancellor’s calendar; arranges and schedules a variety of meetings, programs, workshops and conferences as required.
• Prepares the Chancellor’s daily schedule and appropriate back up material for meetings and other activities.
• Makes travel arrangements for the Chancellor; completes appropriate forms for meeting registration and reimbursement requests.
• Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.
• Attend meetings and takes and transcribes minutes of various meetings; types from draft material, or compose correspondence from general direction.
• Oversees and maintains the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities.
• Establishes and maintains complex, interrelated administrative and confidential filing systems and records.
• Performs a wide range of advanced clerical duties related to the operation of the office; serves as liaison between an administrator and other district offices; serves in a liaison and/or resource capacity on projects and assignments.
• Screens incoming calls and visitors, referring them to the Chancellor or his or her staff, providing information as appropriate, or taking accurate and complete messages. Provides liaison functions between the Office of the Chancellor and staff at all levels, Trustees, and members of the public who contact the office with service complaints.
• Opens, annotates, and routes mail to the Chancellor and others of his or her staff, and drafts responses for the Chancellor as appropriate. Handles highly confidential material correspondence, personnel files and documents.
• Operates a variety of modern office equipment including personal computers, related software programs, printers, copiers, facsimile machine, calculator, typewriters, computer terminals and mainframe interface systems required to provide responsible administrative support to an executive or district official; order supplies and equipment and assures proper functioning of office equipment.
• Serve as resource to other offices for information, policy and practice orientation, and general file materials.
• In the absence of other staff in the Chancellor’s office, assumes responsibilities of their positions as needed, and may occasionally take minutes of the meetings.
• Performs other related duties as required.
1. Graduation from an accredited college or university and two years of secretarial and/or technical support experience; including one year at the Senior Secretary or Staff Assistant level; or an equivalent combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the position.
2. Knowledge of:
·Modern executive office management, practices procedures and equipment.
·Basic arithmetical proficiency.
·Basic research methods and techniques.
3. Ability to:
·Prepare and maintain accurate and complete records and files.
·Interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to District operations.
·Maintain confidentiality of information and materials.
·Perform a variety of technical support duties related to public education administration.
·Establish and maintain cooperative working relationships with coworkers, other staff, faculty and administrators.
·Type with speed and accuracy to produce word processing, spreadsheets, and database management documents.
·Exercises good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.
·Communicate effectively in English both orally and in writing.
·Operate modern office equipment.
·Ability to operate a keyboard at a corrected speed of 65 words per minute. A typing test and/or other skills assessment tests may be administered in the selection process.
·Direct, monitor and motivate personnel in performing administrative functions.
4. Knowledge of and proficiency in the operation and use of personal computers utilizing word processing, spreadsheets and database management software programs (e.g., MS Office Suite, MS Word, MS Excel, MS Access and MS PowerPoint, etc.) and the Internet browser, websites and e-mail.
5. Ability to work in a collaborative environment and function as a member of the Chancellor’s Team.
6. Understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, cultural and disability and ethnic backgrounds of Peralta Colleges’ students, faculty, staff and community.
·A thorough understanding of administrative practices.
For more information and to apply visit our career site.