Executive Assistant/President's Office (C) - COA

College Information

Peralta/College Information

College of Alameda

College of Alameda’s mission is to meet the educational needs of its multicultural and diverse community by providing excellent comprehensive and flexible programs including basic skills, transfer, and occupational, which will enable each student to achieve his/her own unique goals.

The College is California’s only island-based community college and it offers both park-like tranquility and easy access to urban resources. Having served almost half a million day, evening and weekend students since its 1970 founding, College of Alameda enjoys a well-deserved reputation for excellence in its academic, vocational, and student support programs. The College of Alameda is proud of its strong ties to the City of Alameda and is recognized for its strong partnerships with the local business community.

Benefits Information

FRINGE BENEFITS

The Peralta Colleges proudly offers a competitive and comprehensive core of work-life benefits. The value of the employer contribution towards your benefits may increase your total compensation by as much as 47%. Benefit-eligible employees have access to coverage for themselves and eligible dependents:

• Medical, dental, vision, prescription drug insurance coverage*

• Life insurance of 150% of your income up to $100,000.

• Long-term disability coverage.

• Employee Assistance Program.

In addition to your own contribution, Peralta also contributes 25.37% of your salary to the California Public Employees Retirement System (CalPERS). Effective January 1, 2013, the PEPRA (Public Employees’ Pension Reform Act) went into effect. Changes have been implemented as a result of the adoption of this legislation that impact new and existing employees enrolled in CalPERS. A summary of those changes is available at http://www.calpers.ca.gov/eip-docs/employer/program-services/summary-pension-act.pdf. For further up to date information on CalPERS retirement eligibility and PEPRA, please visit the website at www.calpers.com www.calpers.ca.gov/. The CalPERS member handbook is available at http://www.calpers.ca.gov/eip-docs/about/pubs/member/your-benefits-your-future-school-benefits.pdf., please visit the website at www.calpers.com. After 10 years of creditable service, medical benefits in retirement are extended until age 65.

Other voluntary benefits include:

• Flexible benefit plan participation in the Medical Reimbursement Plan, Dependent Care Reimbursement Plan (under tax code 125)

• Pre-tax commuting expenses (under IRS code 132)

• Tax-deferred plan participation in the 403(b) and 457 plans

• Credit union membership

• Prepaid legal plan participation

• Additional Life Insurance for yourself, spouse or children

* Kaiser and United Health Care Dental are fully paid by the District. Other plans require employee contribution. Subject to change.

Position Information

Job Title
Executive Assistant/President's Office (C) - COA

Time Base
40 hrs/week 12 months/year

Compensation
Salary Range: $6,411.30 - $7,744.53/mo, Hiring Range: $6,411.30 - $7,044.38/mo - The maximum initial placement is Step 3 depending on experience.

Position Type
Classified

Department
President's Office (201)

City

State

Job Description Summary

This is a classified and Confidential position.

Under direction, serves as Executive Assistant to the President and performs a wide variety of highly complex, difficult, responsible secretarial and administrative support duties.

Duties & Responsibilities

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.

• Analyzes, researches, writes and prepares reports, correspondence, charts, graphs, memoranda and other materials using word processing, spreadsheet, database and presentation software as appropriate.

• Trains support clerical or student staff.

• Records and transcribes minutes/notes from meetings for a variety of Presidential committees and councils; prepares and distributes memoranda, letters, flyers and other documents to the college community and general public by both regular and electronic mail.

• Attends meetings with the President and takes initiative to ensure appropriate follow-up and implementation as directed.

• Maintains records and tracks strategic planning projects, the accreditation process District special projects.

• Conducts research on District and Board policy and procedures, the California Education Code, and other legal topics pertaining to education including topical and subject area research on the internet.

• Schedules a variety of appointments (i.e., meetings, programs, workshops, conferences and interviews).

• Creates and maintains complex, interrelated administrative, confidential and legal filing systems and records, including, but not limited to, historical and legal records of the College, the President’s correspondence, personnel records, and records of employee, student, and vendor grievances.

• Serves as liaison between the President and college administration, officials at the District and other Peralta Colleges and the State Chancellor’s Office; ensures that the President is informed of matters that require attention and action.

• Provides advance staff work for the President in preparation of meetings, presentations, etc., for internal and external constituencies; prepares and assembles agenda materials for meetings, programs and conferences.

• Tracks incoming correspondence; reviews, annotates and directs to appropriate administrative and other staff for appropriate follow-up and implementation; handles highly confidential material (i.e., legal and personnel correspondence, documents and files) as appropriate.

• Analyzes situations and makes decisions regarding procedural maters without immediate supervision.

• Screens visitors and incoming calls, referring items to the President, administrative or other staff as appropriate; provides information and takes accurate and complete messages where judgment, common knowledge and interpretation of policies and regulations are necessary.

• Assists in managing the budget(s) of the Office of the President; orders and completes the requisition process for supplies, equipment, payment of bills and invoices; arranges and completes appropriate paperwork for all Presidential travel.

• Assists the President in coordinating College shared governance activities; works with faculty, staff and student leadership to accomplish shared governance obligations and in solving shared governance problems.

• Performs other related duties as required.

Minimum Qualifications

1. Graduation from an accredited college or university and two (2) 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:
o Modern executive office management, practices procedures and equipment.
o Basic arithmetical proficiency.
o Basic research methods and techniques.

3. Ability to:
o Prepare and maintain accurate and complete records and files.
o Interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to District operations.

o Maintain confidentiality of information and materials.

o Perform a variety of technical support duties related to public education administration.

o Establish and maintain cooperative working relationships with coworkers, other staff, faculty and administrators.

o Type and/or operate an automated keyboard wit speed and accuracy to produce word processing, spreadsheets, and database management documents.

o Exercise good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.

o Communicate effectively both orally and in writing.

o Operate modern office equipment.

o Take dictation in shorthand or speedwriting and transcribes notes accurately.

o 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 type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.

6. Applicant must have demonstrated cultural competency, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college staff, faculty, and students

Desirable Qualifications

A thorough understanding of administrative practices

Environmental Demands

• Occasional work performed alone
• Constant work around and with people

Other Requirements

MENTAL REQUIREMENTS

• flexibility or ability to respond to multiple demands

PHYSICAL REQUIREMENTS

• Occasional standing, walking, stooping, kneeling, squatting, and climbing stairs
• Occasional lifting and carrying up to 15 lbs.
• Occasional pushing and pulling up to 20 lbs.
• Occasional twisting of body
• Occasional use of manual dexterity
• Occasional use of tactile acuity
• Occasional use of visual acuity from a distance, with depth, and for color
• Frequent work at a rapid pace
• Frequent reaching, high, low, and level
• Frequent audio acuity at all ranges, including speech
• Frequent visual acuity for reading
• Constant sitting
• Constant use of clear oral communication

Tools & Equipment Used

• Computer
• Standard office machines and equipment
• Equipment that my be specific to an assigned discipline/functional area

Application Deadline Date
January 31, 2023

Open Date
12/15/2022