College of the Sequoias Hiring for Executive Administrative Assistant at Visalia, CA, CA Full Time

General Description

Under the direction of the Superintendent/President and an appropriate Vice President, the Executive Administrative Assistant performs a wide variety of complex and responsible duties for the Superintendent/President, the Board of Trustees and an assigned Vice President. The Executive Administrative Assistant maintains confidentiality of appropriate information; relieves the Superintendent/ President and Vice Presidents of administrative and procedural details including oversight of the day-to-day operations of the office; and performs other duties as required. This position will specifically report to the Vice Presidents of Student and Administrative Services.Distinguishing Characteristics:The position of Executive Administrative Assistant is the highest level in the District’s secretarial series. Incumbents in this position are expected to have a higher degree of responsibility than others within the District’s secretarial series and a greater amount of contact with the Superintendent/President, Board of Trustees, Vice-Presidents and the public. Performance of regular and routine duties requires discretion, considerable independent judgment and action, and a working knowledge of District policies, rules, regulations and the organizational structure of the District.In addition to providing administrative support to the Superintendent/President and the Board of Trustees, the incumbent will also be responsible for providing administrative support to an assigned Vice President. Depending upon assignment, the additional responsibilities can include the following: ADMINISTRATIVE SERVICES, provides paraprofessional staff assistance to a Vice President, Administrative Services, in executing his/her administrative responsibilities over the areas of budgeting, purchasing, State reporting, construction, bid procedures, labor negotiations, contracts, and other centralized administrative activities of a college. Work assignments require the incumbent to be able to work independently and use good judgment and apply reasoning skills. Use of computer equipment and advanced software applications is an integral aspect of the duties.ACADEMIC SERVICES, provides paraprofessional staff assistance to a Vice President, Academic Services, which includes responsibilities for the maintenance of the student registration database as it relates to faculty and enrollment accounting, the preparation of operational documents, reports, communications, and the completion of assigned projects. Work assignments require the incumbent to be able to work independently and use good judgment and apply reasoning skills while demonstrating a professional demeanor and discretion when dealing with sensitive and/or confidential information. Use of computers and advanced software applications is an integral aspect of the duties.STUDENT SERVICES, provides paraprofessional staff assistance to a Vice President, Student Services, in executing his/her administrative responsibilities over the areas associated with student services, including but not limited to: admissions and records, matriculation, financial aid, access and ability center, counseling, associated student body activities, outreach; District Police and other services designed to assist students. Work assignments require the Executive Administrative Assistant to be able to work independently, use initiative, anticipate future demands, use good judgment, and apply reasoning skills while demonstrating a professional demeanor and discretion when dealing with sensitive and/or confidential information. Use of computers and advanced software applications is an integral aspect of the duties.College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.Job Duties

Job duties of the Executive Administrative Assistant include:

Performs complex administrative secretarial support to the Superintendent / President and an appropriate Vice-President, relieving the administrator of a variety of clerical, technical and administrative duties while exercising independent judgment.

Serves as confidential assistant to the Superintendent / President and an appropriate Vice-President.

Composes correspondence, reports, and other materials independently from written and oral instructions.

Develop and recommend procedures for the compilation, maintenance, and presentation of data; maintain data used to assist in the determination of policies, procedures, and programs.

Assist the Superintendent/President and an appropriate Vice-President in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs.

Collect and compile statistical and financial data and other information for inclusion to special and periodic reports; prepare special reports as necessary; research information and establish appropriate formats.

May assist with the preparation of the Board Agenda with input from District staff and personnel, ensures that submitted items contain required material and are correct in format and content, and prepares materials for the Board meetings.

Completes notices of Board actions and resolutions.

Administers and directs the process to maintain and disseminate Conflict of Interest Statements for Board members; maintains Board Policies.

Provides support services for the Board members on Board-related matters and arrangements as needed, including correspondence and travel.

Attends meetings as assigned and assumes responsibility for preparing agenda, recording proceedings of the meeting and distributing meeting minutes.

Schedules appointments, meetings and maintains the Superintendent/President and the appropriate Vice-President’s calendar; screens and routes visitors and telephone calls; receives and reviews all correspondences and where appropriate drafts response or delegates to other staff members.

Plans, organizes and coordinates District meetings, events and activities at external sites within the community.

Coordinates and monitors budgets and accounts, purchase orders and other financial items; researches, prepares and inputs data and budgetary information for fiscal reports.

Responds to request for information concerning District regulations, procedures and policies.

Acts as the office manager for the President’s Office; trains and oversees the work of assistants.

Works in close liaison with the District and campus administrators and staff on matters of confidential nature.

Utilizes the District’s integrated software in performing the required duties of the position; maintains knowledge and proficiency of all Microsoft Office Suite and its components.

Assists the Superintendent/President and the appropriate Vice-President with any special projects as required.

Performs other duties as assigned.

Qualifications

Minimum Qualifications (Education & Experience):Any combination equivalent to:

Associate Degree in Business or related field and

Five years of highly responsible executive secretarial or administrative aide experience.

Experience in a community college, school district or other educational agency is highly desirable.

Working Conditions:Environment

Indoor office environment

Extensive contact with students/staff/public

Weekend/Evening hours as needed

Physical Abilities

Ability to read documents.

Ability to write documents.

Ability to sit for extended periods of time.

Ability to lift papers, files and equipment and material weighting up to 25 pounds.

Ability to operate computer and office equipment.

Knowledge and AbilitiesThe hiring committee is seeking evidence of the following:Knowledge of:

District organization, programs, procedures, rules, and regulations.

Applicable sections of the State Education Code, Government Code, Brown Act, and other applicable laws.

Strong Secretarial practices and administrative functions such as accurately taking minutes of meetings and/or maintaining a calendar of meetings and events.

Modern office procedures, methods and computer applications.

Record keeping techniques to ensure budget and financial information is properly tracked.

Prepare detailed reports from written or oral instructions.

Correct English usage, grammar, spelling, vocabulary, punctuation, and proofreading.

Customer Service principles and interpersonal skills using tact, patience and courtesy.

Effective techniques in dealing with the public in person and on the telephone.

Ability to:

Perform technical and specialized administrative support duties for the Superintendent/President, appropriate Vice-President and Board of Trustees.

Compose correspondence independently or from written or oral instructions.

Prepare reports by gathering and organizing data from a variety of sources.

Read, interpret, apply and explain rules, regulations, policies and procedures.

Work with a variety of individuals and departments relating to a wide spectrum of issues and concerns.

Analyze situations accurately and adopt an effective course of action.

Use Microsoft Office Suite and components proficiently.

Take and transcribe minutes of meetings.

Establish and maintain cooperative and effective working relationships with others.

Multi-task and meet schedules and time lines.

Work independently with minimum direction.

Plan and organize work.

Learn integrated District software.

Application Procedure

To be considered for this position, applicants must submit:

An online job application.

Letter of interest which addresses how the applicant’s experience and/or education enables him/her to be able to perform the job duties.

Resume

Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment.

Recruitment Analyst: Nancy Yanes [email protected] or 559-737-4886 College of the Sequoias does not sponsor H-1B Visas