Executive Administrative Assistant, President's Office

Executive Administrative Assistant

Under general direction, performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of the campus president; processes administrative details not requiring the immediate attention of the president including the coordination of functions, communication of policy, researching information, the preparation of reports, and other administrative tasks. The executive administrative assistant classification provides responsible administrative support to the campus president. The duties of the executive administrative assistant involve a wide variety of diverse, complex, and sensitive/confidential administrative and secretarial tasks, requiring a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and to relieve the president of various administrative duties and may provide work direction, supervision, and guidance to clerical personnel assigned to the area.

This is the highest level administrative support class assigned to the President's Office. Incumbents perform a variety of administrative and office coordination support work for the president. The work requires interpretation and application of complex policies, procedures, and regulations, extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of district activities and the ability to conduct independent projects, as well as, perform various research and budgetary support functions.

The following duties are typical for this classification:

1. Provides administrative support to the president by performing duties of an advanced, complex, sensitive, and confidential nature; represents the President's Office at meetings as assigned; acts as a liaison between the president and other staff and the public, coordinating resolutions and following up with staff when appropriate.
2. Serves as executive administrative assistant to the president; participates and assists in the administration of the President's Office relieving the president of a variety of technical and administrative duties; serves as the liaison between the president and the public, students, staff, and other campus/district officials; promotes and maintains positive staff, student, and community relations; exercises judgment, diplomacy, and discretion in handling matters of a difficult and sensitive nature.
3. Assists the president in meeting reporting requirements, functional responsibilities, and research objectives; assists in organizing programs, functions, and activities promoted by the District, College, or program area.
4. Serves as a liaison with district administrative personnel, offices and employees, public and private organizations, community groups, media representatives, and other entities; provides information and assistance to staff, faculty, students and the general public regarding President's Office projects, programs, and services receives and responds to complaints, questions, and issues relating to assigned areas of responsibilities; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.
5. Plans and organizes office support functions for the President's Office; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; recommends improvements in work flow, procedures, and use of equipment and forms; reviews, updates, and informs the appropriate senior level executive and others of essential timelines; discusses and reviews calendar of events on a regular basis with the president to assure timely coordination of office activities and status of assigned projects; develops schedules related to assigned activities and services.
6. Assists the president in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized computer formats for division reports and publications; establishes new and revised office procedures as appropriate.
7. Maintain special confidential correspondence and administrative files. Has access to confidential documents, subpoenas received in person or by mail compilation of bargaining unit agreements and contracts, Skelly hearings, privy to confidential information that is discussed between the College President and other senior level executives at the Chancellor's Executive Cabinet
8. Utilizes electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinates and arranges meetings; coordinates activities with senior staff, staff, students, managers, college leadership groups and community representatives; makes travel arrangements for assigned staff; processes conference reimbursement and other requests.
9. Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, recommendations, and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
10. Coordinates and oversees specialized functions or projects independently as assigned; coordinates a variety of special events and District-wide or Campus-wide activities for the president; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
11. Participates in the orientation and training of new classified and academic employees when assigned; assigns, schedules, trains, and provides work direction to lower-level office staff and student workers as assigned; prioritizes work assignments; reviews and validates completed work for accuracy.
12. Serves as receptionist for the President's Office; screens office and telephone callers; responds to sensitive questions, complaints, and requests for information from administrative, management, academic, and/or classified staff and the general public; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.
13. Serves as liaison between the president and the administrative and management staff, academic and classified staff, students, representatives of community and agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining district, college, department, or program area policies and procedures, or referring callers to the president or others as necessary.
14. Assists the president in the preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to the chief executive for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions.
15. Recommends expenditures for office equipment, materials, and supplies; initiates contact with vendors for various products and services and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; posts, monitors, and tracks invoices and other expenditures.
16. Responsible to compile and coordinate the submission of Human Resources board agenda items to District Support Services and Business board agenda items to the Chancellor's Office and supporting documentation from all divisions/departments within the college campus are received timely, reviewed for accuracy and that they follow the requested formats; compile information and requests for information and forward with District timelines and guidelines. Review printed board books to assure information is accurate and reconcile any requests for clarification or questions are responded to immediately and notification of action taken as requested by District staff. Responsible to disseminate campus due dates of board items annually.
17. Provides staff support to standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
18. Prepares a variety of sensitive/confidential correspondence, memoranda, reports, proposals, and other materials; composes and edits correspondence; records and prepares minutes from a variety of meetings; distributes materials as appropriate.
19. Composes correspondence independently; prepares preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff grievances and complaints, for the president's approval.
20. Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.
21. Receives and distributes mail and identifies and refers matters to the president in order of priority.
22. Utilizes various computer applications and software packages; enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.
23. Performs related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

• District organization, operations, policies, and objectives.
• Operational characteristics, services, and activities of the functions, programs, and operations of the appropriate President's Office.
• Work organization and office management principles and practices.
• Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code.
• Instructional process and college environment.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Processes, procedures, and practices of budget preparation and administration.
• Principles, practices, and procedures of business letter writing.
• Principles, practices, and procedures of fiscal, statistical, and administrative research and report preparation.
• Principles and procedures used in complex, inter-related record keeping.
• Principles and practices used to establish and maintain files and information retrieval

San Bernardino Community College District