Executive Assistant to the Office of the Vice Chancellor
Classified Administrators and Managers
Job Opening Date:
April 01, 2022
Job Closing Date:
Pay Grade, for more information click on this
Pay Rate Type:
Monday - Friday
8:00 a.m. - 5:00 p.m.
Hours Per Week:
Percentage of Employment:
Initial Screening Date: Monday, April 25, 2022
District Management Team Salary Schedule Range 10 - Starting at
To manage the Office of the Vice Chancellor, assuring that work is
performed in a timely and accurate manner; represent the Vice
Chancellor’s office as appropriate; perform a variety of highly
responsible, confidential and complex secretarial and
administrative support duties for a District Vice Chancellor;
perform research and special projects as assigned; assist in
facilitating the smooth flow of work and office operations; and to
provide information and assistance to students, faculty and
To foster a culture of collaboration, mutual respect, innovation,
and continuous improvement throughout the District; lead by
example; actively participate in and support District-wide
participatory governance components and activities and other
collaborative processes; encourage professional excellence among
the staff and promote an organizational culture of customer
service, innovation, and quality services.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the applicable Vice Chancellor in
designated area of assignment.
Exercises functional and technical supervision over lower level
secretarial staff or student assistants as assigned.
EXAMPLES OF DUTIES - Duties may include, but are not limited to the
Manage the Office of the Vice Chancellor, relieving the Vice
Chancellor of a wide and complex variety of administrative details;
coordinate and manage specialized functions or projects
independently as assigned; research, analyze and evaluate a wide
variety of issues, data, recommendations and alternatives as
assigned; use independent judgment to develop and provide
recommendations, suggestions or information as appropriate; attend
and contribute to communication meetings as assigned.
Perform administrative support duties to assist the Vice Chancellor
in meeting reporting requirements, functional responsibilities and
research objectives; coordinate the Office of the Vice Chancellor;
assign, schedule, coordinate, oversee, and evaluate the flow of
office work and perform work in a timely and accurate manner.
If included in designated area of assignment, act as custodian of
records and conflict of interest coordinator; serve as the liaison
with County of Orange Clerk of the Board for all conflict of
interest filers and policy updates; file amendments to conflict of
interest code with County Clerk of the Board; and review all new
positions and make determination on conflict of interest disclosure
Perform a variety of complex, responsible and confidential
executive support work, such as, but not limited to, timely
processing of notices of completion, environmental impact reports
and addendums, and property boundary records, liability claims,
lawsuits, union negotiations, grievances, unfair labor practices,
civil rights and fair housing complaints; assist in the preparation
of management positions for collective bargaining; independently
respond to letters in consultation with attorneys.
If included in designated area or assignment, prepare employment
contracts for executive administrators; prepare and administer
consultant agreements for services provided by outside vendors to
the District and colleges; coordinate contracts/agreements
requiring legal review prior to execution and/or board
Serve as liaison between assigned Vice Chancellor and the
Chancellor, administrators, academic and classified staff,
students, representatives of the community and the public, by
relaying messages, answering questions, clarifying information,
responding to requests, resolving problems, explaining District
policies, regulations, and procedures or referring callers to the
Vice Chancellor or others.
Coordinate closely with the Office of the Chancellor in matters
related to Board agenda preparation, closed sessions, contracts,
legal issues, and the coordination/scheduling of meetings; assist
the Office of the Chancellor with events, presentations and
Prepare and coordinate the revision of board policies and
administrative regulations as assigned; if in designated area of
assignment, review board policy and administrative regulation
updates provided by the California Community League of California
and determine whether imminent revision is needed to District board
policies and administrative regulations; provide support to the
Board Policy and Administrative Regulations Advisory Committee;
maintain currency of board policies and administrative regulations
on District’s website.
Ensure that Board agenda items and supporting documents are
developed, prepared, formatted, and forwarded within District
timelines and legal guidelines; conduct research, gather
information related to Board agenda items, and compose Board agenda
items; ensure the Vice Chancellor receives timely notification of
Board requests for information or action; ensure that the Board
receives information and notification of action taken as
Assist in annual budget preparation; monitor expenditure of funds
and oversee office budget activities; recommend budget revisions
and expenditures related to office supplies; prepare purchase
requisitions to order supplies; receive and store office supplies
and ensure proper functioning of office equipment.
Consult, coordinate, and conduct inquiries in the development of
instructions, procedures and forms for procedures related to travel
and conference reimbursements, employee evaluation forms, and
Make travel arrangements, maintain appointment schedules and
calendars, arrange meetings, conferences and civic functions for
the Vice Chancellor as needed; review, update and inform the Vice
Chancellor and others of essential timelines; process reimbursement
Serve on District committees, task forces and other work groups as
needed; may provide staff support to the District Resources
Allocation Council, the Capital Improvement Committee, the Board
Policy and Administrative Regulations Advisory Committee,
Foundation for South Orange County Community College District, ATEP
Facilities Corporation, and other standing or ad hoc committees or
groups as assigned; attend meetings, take notes or record
proceedings; prepare and distribute agendas, background materials,
and minutes as appropriate. Maintain meeting documents and library
archives on District’s website and/or intranet.
If included in designated area of assignment, maintain and update
administrative unit reviews within assigned software platform;
participate in developing goals and objectives for the division;
align employment goals and objectives with District-wide goals and
Compose correspondence independently; format, type, proofread,
duplicate and distribute correspondence, notices, lists, forms,
memoranda, calendars, reports, manuals and other materials
according to established procedures and standards.
Plan, organize, and oversee the clerical support function in
assigned office; train and provide work direction to assigned
student workers and/or clerical assistants; manage the work
activities of assigned department; prioritize and review work
assignments and review work for accuracy.
Establish complex, interrelated filing systems including
confidential files; collect, compile and record narrative,
statistical and financial data, and other information; research and
verify information as requested.
Perform related duties as assigned.
EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely
provide the required knowledge and abilities is qualifying. A
typical way to obtain the knowledge and abilities would be:
Equivalent to an associate’s degree with major coursework in
business, secretarial science or related field. A bachelor’s degree
with major coursework in business or public administration is
At least five years of increasingly responsible secretarial
experience, including three years of experience as an executive
level administrative assistant, highly responsible administrative
assistant or office manager in an executive level office of a
public agency, preferably in an educational environment.
Licenses, Certificates, and/or Other Requirements :
Possession of California Notary license is highly desirable.
Knowledge of :
Basic research methods and techniques.
Budget preparation and monitoring.
Correct English composition, grammar, spelling and
Current word processing, spreadsheet,database, and pdf editing
programs, methods and techniques.
District and College organization, operations and objectives.
District and College policies and State and federal laws and
Interpersonal skills including tact, patience and diplomacy.
Operation of computer, peripherals and software programs, including
information systems, database management, spreadsheet, word
processing, web application, and specialized software.
Oral and written communication skills.
Planning and organizational skills.
Principles and practices of supervision and training.
Principles, practices and procedures of business letter writing,
data collection, financial and statistical record keeping, and
Receptionist and telephone techniques and etiquette.
Statistical procedures and mathematical concepts.
Techniques used in office management and public relations.
Ability to :
Communicate clearly and concisely, both orally and in writing,
using correct English usage, grammar, spelling, punctuation and
vocabulary, with diverse constituencies within and outside of the
Compile information and write complex reports, business
correspondence, and procedure manuals independently.
Effectively present information in person or on the
Encourage professional excellence among the staff and promote an
organizational culture of customer service, innovation, and quality
Establish and maintain cooperative working relationships with those
contacted in the course of work.
Establish, review, and revise office work priorities.
Exercise good judgment and discretion in analyzing and resolving
confidential, difficult, and sensitive situations.
Independently compose correspondence and memoranda.
Learn and correctly interpret, apply, and explain the policies,
procedures, and regulations related to the function to which
Maintain accurate statistical and financial records.
Maintain confidentiality of sensitive information.
Operate office equipment such as computer, printer, calculator,
copier, and facsimile machine.
Operate word processing, desktop publishing, spreadsheet, data base
management, presentation, pdf editing, web application, and
specialized software proficiently.
Perform assigned work with speed and accuracy.
Perform responsible and complex executive support work involving
the use of independent judgment and personal initiative.
Plan and organize work.
Relate effectively with people of varied academic, cultural, and
socioeconomic background using tact diplomacy and courtesy.
Respond to requests and inquiries from members of the Board of
Trustees, administrators, students, staff, or the public.
Train and provide work direction to others.
Type, format, proofread, duplicate, and distribute documents and
other written materials, such as reports, business correspondence,
and procedure manuals.
Understand and effectively and collaboratively work in a
complicated multi-college environment, as well as within a system
of community college districts.
Use sound judgment in recognizing scope of authority.
Work effectively with minimal supervision.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment and physical demands described here are
representative of those required by an employee to perform the
essential functions of this job successfully. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions.
Standard office setting. Duties are performed primarily in an
administrative office environment while sitting at a desk or
computer workstation. Incumbents are subject to frequent contact
with others, frequent interruptions, and demanding legal timelines.
At least minimal environmental controls to assure health and
An incumbent regularly sits for long periods, walks short distances
on a regular basis, occasionally travels to various locations to
attend meetings and conduct work, uses hands and fingers to operate
an electronic keyboard or other office machines, reaches with hands
and arms, stoops, kneels or crouches to file, speaks clearly and
distinctly to answer telephones and to provide information; sees to
read fine print and operate computer; hears and understands voices
over telephone and in person; and lifts, carries, and/or moves
objects weighing up to 10 pounds.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary
precautions) or in a virtual format. Employees must reside in
California while employed with the South Orange County Community
College District (SOCCCD), even during remote work. Thank you for
your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of
students, faculty, staff, administrators, and the communities it
serves. The Board of Trustees voted to require COVID-19
vaccinations for all students, employees, and volunteers with
allowances for medical exemptions and sincerely held religious
beliefs as defined by law. More information can be found on our
District website by visiting https://www.socccd.edu/about/about_covid-19.html
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603,
requires that employers obtain documentation from every new
employee which authorizes that individual to accept employment in
A California Public Employees Retirement System (CalPERS) retiree
may not accept employment until after the first 180 days of
retirement. Anyone retired from CalPERS accepting permanent
employment with this District will be required to reinstate as an
active CalPERS member. Please contact CalPERS for additional
information regarding your retirement status.
Any active vested member of California State Teachers Retirement
System (CalSTRS), who accepts employment with the District to
perform service that requires membership in CalPERS, is eligible to
elect to continue retirement system coverage under CalSTRS
If you require special accommodations in the application and/or
selection process, please notify District Human Resources at least
two (2) business days prior to the Job Close Date/Initial Screening
Date, by either calling (949) 582-4850 or sending an e-mail to
Report to work on a regular and consistent basis, as scheduled, to
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be
found at www.saddleback.edu or www.ivc.edu. Paper copies are
available in the District Human Resources office upon
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY
The South Orange County Community College District is committed to
creating an academic and work environment that fosters diversity,
equity and inclusion and equal opportunity for all, and ensures
that students, faculty, management and staff of all backgrounds
feel welcome, included, supported, and safe. Our culture of
belonging, openness, and inclusion, makes our district a unique and
special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and
inclusion-minded applicants who represent the full diversity of
California and who demonstrate a sensitivity to the understanding
of diverse academic, socioeconomic, cultural, disability, gender
identity, sexual orientation, and ethnic backgrounds present within
our community. When you join our District, you can expect to be
part of an exciting, thriving, equity-focused, and inclusive
community that approaches higher education with the lens of social
justice and collaboration among students, faculty, staff,
administration, and community partners. In deciding whether to
apply for a position with our District, you are strongly encouraged
to consider whether your values align with our District’s mission
and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
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