Executive Assistant To The Vice Chancellor 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. Executive Assistants 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.