Inside Higher Ed · 6 days ago
TEMPORARY Executive Assistant to the Vice Chancellor (Confidential)
Reedley, CA
Full-time
Onsite
Senior Level
$36.49/hr - $44.87/hr
5+ years expInside Higher Ed is seeking a Temporary Executive Assistant to provide executive level administrative support to a Vice Chancellor. The role involves managing documents, scheduling, budget tracking, and assisting with committee support and event logistics.
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Responsibilities
Provides clerical and administrative support to a Vice Chancellor; composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; drafts Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete
Drafts for review, types and/or transcribes highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implica-tions; renders confidential assistance to other executives as necessary
Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of matters; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; prioritizes requests and facili-tates the completion of action items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends action to resolve issue
Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts
Researches and gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to executive for review
Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes
Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems
Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; monitors multiple budgets from a variety of funding sources; participates in grant administration functions including basic grant writing, collecting program data and generating performance reports
Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains records and data on Board web pages
Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical/legal/regulatory requirements
Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values
Coordinates personnel processes for hiring and evaluation purposes; ensures the accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District
Provides backup for other departments or division office administrative support staff
Evaluates, enhances and documents office workflow, program operations, policies and procedures
Organizes a variety of formal and informal meetings and events including tours, receptions and conferences
Maintains records and issues District office keys to employees
Orders and replenishes an inventory of office materials and supplies
Represents the District on internal committees and task forces and with external groups and organi-zations
Performs related duties as assigned
Qualification
Required
Graduation from an accredited community college with an associate degree, and at least five years of progressively responsible administrative support experience, at least two of which were supporting a department head or higher; or an equivalent combination of training and experience
Knowledge of office administrative and management practices and procedures
Knowledge of advanced principles, practices and techniques used in customer service, public relations and community outreach
Knowledge of methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies
Knowledge of basic research and analysis techniques
Knowledge of provisions of the Brown Act and the Public Records Act
Knowledge of bookkeeping and elementary accounting practices and procedures
Knowledge of District and College services, program goals, objectives, policies, procedures and practices
Knowledge of District student recordkeeping practices and procedures for processing student information and interpreting input and output data
Knowledge of District payroll and general accounting systems operations, practices and procedures
Knowledge of practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation
Knowledge of District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting
Knowledge of applicable sections of the California Education Code
Knowledge of applicable federal, state and local laws, rules and regulations
Knowledge of safety policies and safe work practices applicable to the assignment
Knowledge of basic principles and practices of employee work guidance and direction
Knowledge of Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements
Knowledge of uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications
Skills to assign and review the work of assigned staff
Skills to manage multiple and rapidly changing priorities to meet the needs and expectations of the Vice Chancellor and other District and college executives, Board of Trustees members, state officials and other constituencies
Skills to communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation
Skills to compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions
Skills to track and report statistical information utilizing complex spreadsheets and databases
Skills to perform mathematical calculations; assist in monitoring departmental budgets
Skills to analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures
Skills to set priorities and exercise sound judgment within areas of responsibility
Skills to understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures
Skills to maintain confidentiality of District and student files and records
Skills to effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices
Skills to communicate effectively, both orally and in writing
Skills to understand and follow written and oral instructions
Skills to operate a computer and use standard business software
Skills to type accurately at a speed necessary to meet the requirements of the position
Skills to represent the District effectively in dealing with students, District leadership, community groups and elected officials
Skills to exercise tact and diplomacy in dealing with sensitive, complex and confidential District and student issues and situations
Skills to establish and maintain effective working relationships with all those encountered in the course of work
Preferred
A bachelor's degree is highly desirable
Certain assignments may require a California driver's license and the ability to maintain insurability under the Districts vehicle insurance program
Some assignments in this class require a current active certificate as a Notary Public issued by the California Secretary of State
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
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