Executive Assistant to the Vice Chancellor of Human Resources

Definition

Summary

A. Performs a variety of technical and complex administrative support duties for a College President or District Vice Chancellor.
B. Coordinates and performs administrative projects involving research, analysis, and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations.
C. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.

Distinguishing Career Features
A. The Executive Assistant is part of a multi-level career path encompassing technical and administrative support to an executive team.
B. Execut ive Ass istants focus on applying advanced administrative skills to plan, coordinate, oversee, and perform a wide range of complex, diverse, and confidential functions and activities for the executive in a highly visible and changing environment.
C. Advancement to Executive Assistant requires at least two years of experience as an Administrative Assistant within a higher education setting, or equivalent, and a demonstrated ability to serve higher level administrators and functions.
D. Executive Assistants typically report to a College President, Vice Chancellor, or other position of similar scope of responsibility and extensive, span-of-control, project, program, and outreach requirements.
E. Executive Assistants complete, coordinate, and blend work assignments requiring confidentiality applying in-depth understanding of the functions and procedures of the District or campus and working knowledge of the other divisions.

Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned:

1. Provides confidential and complex administrative support to a cabinet-level executive. Organizes, prioritizes, and facilitates information flow in support of the executive and among other organization units and campuses
2. Initiates and responds to a wide range of contacts with administration, faculty, staff, students, consultants, agencies and the public, which require sensitivity, good judgment, and ability to maintain confidentiality.
3. Compiles and prepares data and information for management team regarding certificated and classified employee negotiations.
4. Composes and drafts correspondence, reports, and other written communications often of a confidential nature. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents.
5. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information and solutions that may require sensitivity to the caller or subject matter, or routing calls to administrators or another proper source.
6. Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit, campus, and District. Conveys policies and procedures, referring difficult matters to the executive.
7. Maintains the executive’s calendar. Schedules appointments and arranges meetings, as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed. Reviews, sorts, and processes office mail.
8. Performs special projects as assigned. Conducts research of files, business transactions, official proceedings, employee and student records, statistics, and trends, etc., to compile reports for top administration or to external agencies.
9. Attends meetings as requested by the executive. Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and various meetings. Drafts agendas, prepares or compiles supporting documents, notes, minutes, meeting recollections, forms, revisions, and final documents to support proceedings.
10. Takes notes and transcribes meeting recordings. Edits dictation and drafts for grammar, clarity, and accuracy; verifies facts and sources, as directed. Proofreads drafts of various documents.
11. Prepares reports and receives information which may be of a technical, legislative, or confidential nature.
12. Writes, maintains, interprets, and disseminates information and procedures; facilitates implementation of policies, procedures, or programs.
13. Assists in the preparation of standard and non-standard contracts in collaboration with Risk Services or General Counsel; facilitates processes for routing and approval of contracts based on District administrative procedures and Board policies.
14. Prepares financial, statistical, and other reports for internal and external use. Sets up timelines for other work units to submit information. Compiles or facilitates reports into presentation formats, integrating text, and graphics.
15. Assists the executive with data gathering and research supporting development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
16. Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities. Processes payroll documents and other timekeeping information.
17. Creates, organizes, and maintains private and confidential office, personnel, and project files for efficient retrieval and security. Maintains control files of matters in progress and expedites their completion. Designs, establishes, and maintains varied forms and records appropriate to information retention and retrieval needs of the executive.
18. Provides lead work direction, scheduling, and training to other secretarial and support staff. Coordinates assignments to optimize workflow and participates with other executive assistants in coordination and performance of projects, workflow, and preparation for Board proceedings.
19. Performs other related duties as assigned that support the objective of the position.
20. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

Knowledge and Skills
1. The position requires extensive knowledge of a modern executive management office. Requires knowledge of modern office practices, procedures and equipment including but not limited to Microsoft Office Suite, mobile devices, digital filing systems, business and telephone etiquette.
2. Requires advanced knowledge of various methods of business letter and report preparation.
3. Requires demonstrated skill in composing, proofreading, and preparing correspondence. Requires the critical thinking and analytical skills to quickly adapt and understand District, campus, and divisional operations, policies, procedures, and calendars.
4. Requires a well-developed knowledge of, and skill at using software applications and programs that support this level of work, including but not limited to, word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry into custom databases.
5. Requires the ability to access and use internal and external computer applications for reporting, setting schedules, and publicizing activities of the executive and organization unit.
6. Requires skill at facilitating problem-solving processes.
7. Requires enough math skills to understand financial and statistical record keeping used to maintain and track approved budgets and projects.
8. Requires well-developed knowledge of proper spoken and written English usage, grammar, spelling, and punctuation to prepare professional correspondence.
9. Requires well-developed human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, convey technical concepts, and handle private and confidential information.

Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to perform highly skilled administrative work in a major executive office; handling administrative details with professionalism and confidentiality.
3. Requires the ability to receive and disseminate confidential information appropriate to the executive office and audience receiving information.
4. Requires the ability to read, understand, interpret, and apply rules, regulations, policies and other difficult written materials in a wide variety of situations and applications using sound judgment appropriate to the executive office.
5. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District, College, and division organization, operations, programs, functions, special terminology, to relieve the executive of a variety of administrative details.
6. Requires the ability to learn and apply Education Codes and other policies and rules within a reasonable time.
7. Requires the ability to organize and sequence steps that enable production of reports, special projects, and meetings. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
8. Requires the ability to work independently, plan, organize and prioritize work in order to meet schedules and timelines within business and academic calendars.
9. Requires the ability to work independently, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time.
10. Requires the ability to accept responsibility for decision making, think critically and apply good judgment in recognizing scope of authority.
11. Requires the ability to communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the District and its campuses.
12. Ability to work under adverse conditions such as frequent interruptions.
13. Ability to interact effectively with a wide variety of constituencies in a wide range of situations requiring judgment, tact and diplomacy both in person and over the telephone.
14. Ability to understand and carry out oral and written instructions and direction.

Physical Abilities:
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience :
The position requires an Associate’s Degree in a related field, or equivalent and 6-8 years of progressive secretarial and administrative support experience, including two years in the equivalent capacity to an Administrative Assistant. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. A Bachelor’s degree is preferred and may substitute for some experience

Licenses and Certificates:
May require a valid driver license.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

This is a full-time, 12-months per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Monday through Friday from 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and occasional weekends, as necessary to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 )
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

PAY PHILOSOPHY:

• Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.

The deadline to apply is June 28, 2021, by 11:59 p.m. Application materials must be electronically submitted online at htt p ://www.cccd.edu/em p lo yment . Incomplete applications and application materials submitted by mail will not be considered.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS . Electronic applications may be completed by visiting http ://www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:

• A complete online Classified/Management Employment Application .
• A current resume . (Attached as a separate document.)
• A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
• Answers to Supplemental Questions . (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put 'see resume' or 'N/A', or leave blank).

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be emailed to j obs@cccd.edu . Emails must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.
The Coast Community College District is a multi-college district that includes Coastline
Community College , Golden West College , and Orange Coast College . The three colleges offer programs in a transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West, and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

Coast Community College District Title IX:
https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

This direct link 2020 Annual Security and Fire Safety Report (ASFSR) is the 2020 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2017, 2018, and 2019 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hardcopy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.