State Center Community College District · 21 hours ago
Executive Assistant to the Vice Chancellor (Confidential)
Fresno, CA
Full-time
Onsite
Mid LevelState Center Community College District is seeking an Executive Assistant to the Vice Chancellor to provide executive level administrative support. The role involves managing documents, performing research, assisting in budget development, and coordinating events while ensuring confidentiality and compliance with district standards.
E-LearningEducationHigher EducationUniversities
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 implications; 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 facilitates 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 organizations
Performs related duties as assigned
Qualification
Required
Under general supervision, performs executive level administrative support to a Vice Chancellor; creates and maintains documents, reports, records and files required for work processes; performs research and oversees small administrative projects; assists in budget development and tracking; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned
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 implications; 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 facilitates 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
Company
State Center Community College District
Community College District in the Central Valley which includes Fresno, Madera, Kings and parts of Tulare counties.
Founded in 1964
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$1.5MKey Investors
California Community Colleges Chancellor's Office
2017-02-15Grant· $1.5M
Leadership Team
Don Lopez
Chief Technology Officer
Company data provided by crunchbase