Executive Assistant

General Purpose Under general supervision, performs executive level administrative support to an Executive Director, Vice President or in the Office of the 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. Essential Duties and Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Provides clerical, administrative and executive level support to an Executive Director, Vice President or in the Office of the 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 Trustees 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. Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of division matters; acts as liaison in coordinating calendars and matters between the executive's office and other departments, divisions, elected officials, students, community members and external entities; maintains a variety of division calendars; performs important divisional public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests by departments within the division 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 actions to resolve issues. 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 meetings and provides administrative support to a variety of committees, student groups and other divisional meetings; participates in preparation of the agenda, presentations and meeting packets; keeps minutes and records of assigned committees in accordance with the Brown Act; tracks status of action items and validates required deadlines are met; coordinates meetings and events; maintains committee records and disseminates all formal actions including minutes. Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems. Coordinates personnel processes including for hiring and evaluation purposes; ensures the accuracy of time cards and payroll documents; coordinates the timely resolution of student and employee grievance and discipline processes. Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writin , collecting program data and generating performance reports. Provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements. 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. As Assigned To The Chancellor's Office Provides administrative support to members of the Board of Trustees; responds to inquiries from Board members for information and records; coordinates travel and attendance at conferences and meetings; processes expense reimbursement claims and District credit card information; monitors Board travel and expense budget. 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. Drafts for review, types and/or transcribes highly confidential information regarding a variety of matters, controversial issues and/or projects with District-wide implications; renders confidential assistance to other executives as necessary. Other Duties May provide administrative coordination of the Program Review process and gathers and prepares associated documentation. Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions, conferences and Foundation fund-raising events. Provides backup for other departments or division office administrative support staff. Orders and replenishes an inventory of office materials and supplies. Represents the division on internal committees and task forces and with external groups and organizations. Performs related duties as assigned. Employment Standards / Minimum Qualifications Knowledge Of Knowledge, Skills and Abilities Office administrative and management practices and procedures. Advanced principles, practices and techniques used in customer service, public relations and community outreach. Provisions of the Brown Act and the Public Records Act. Bookkeeping and elementary accounting practices and procedures. Department services, program goals, objectives, policies, procedures and practices. District student recordkeeping practices and procedures for processing student information and interpreting input and output data. District payroll and general accounting systems operations, practices and procedures. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation. College and District organization, rules, policies and procedures applicable to departmental and division operations. District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting. Basic research methods and stati #J-18808-Ljbffr