Administrative Assistant to the Vice President (Instruction)

Administrative Assistant To The Vice President

Performs a variety of technical and complex administrative support duties for a Vice President. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.

Administrative Assistants at this level focus on applying services typically for a division having oversight of closely related functions. The Administrative Assistant to the Vice President is part of a multi-level career path encompassing administrative support. Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant level with a demonstrated ability to serve the executives, e.g., Vice Presidents or higher, whose functions require integrating the services of a variety of departments.

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 support to a vice president of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the division and a basic understanding of the functions and procedures of other divisions.

2. Prepares, organizes, and maintains a variety of comprehensive and confidential files and records. Receives, handles, and stores the confidential, private, and sensitive information pertaining to the assigned executive office and division.

3. Responds to inquiries and conveys technical policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.

4. Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.

5. Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.

6. Assists the executive by preparing multimedia presentations for use in internal, board, and external use.

7. Provides administrative support to special processes such as, but not limited to cross functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.

8. Takes notes, recollections, or transcribes proceedings, including those which are of a confidential or private nature. Prepares from rough drafts or standing instructions a variety of correspondence, reports, and statistical data. Independently composes, and reviews for legality, original correspondence and forms on routine district matters.

9. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.

10. Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.

11. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.

12. 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.

13. Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.

14. Performs special projects as assigned. Conducts research of file libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.

15. Assists the executive with development of division-level budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for contracts, capital outlay, special projects, and grant-funded activities.

16. Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.

17. Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.

18. May assign, prioritize, and review work of other staff and temporary help.

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.

Qualifications and Physical Demands

Knowledge and Skills

1. The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive communications techniques, and letter and report writing.

2. Requires in-depth knowledge of District, college and divisional operations, policies, procedures, and calendars.

3. Requires a well-developed knowledge of, and skill at using personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry onto custom databases.

4. Requires working knowledge of and skill at conducting research of education codes and legislation.

5. Requires skill at facilitating problem-solving processes.

6. Requires enough math skills to perform financial and statistical record keeping, including double entry bookkeeping.

7. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.

8. Requires well-developed human relations skill to convey executive office purpose, work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.

2. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.

3. Requires the ability to learn, interpret, explain and apply knowledge of District, college and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.

4. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.

5. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.

6. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.

7. Requires the ability to communicate with administrators, parents, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the College and District.

Physical Abilities

1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.

2. Essential functions will vary by position.

3. As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Desirable/preferred qualifications:

• Demonstrated ability to manage multiple high-priority projects, deadlines, and competing demands while maintaining exceptional attention to detail, accuracy, and confidentiality.
• Ability to anticipate the operational and administrative needs of executive leadership and proactively coordinate activities, communications, and resources to ensure timely completion of priorities.
• Strong written and verbal communication skills, including the ability to independently draft, edit, proofread, and format professional correspondence, reports, presentations, board materials, and other executive-level documents.
• Demonstrated proficiency with office productivity software, collaboration platforms, enterprise systems, databases, and budget-tracking tools, including the ability to learn and adapt to new technologies.
• Experience coordinating complex calendars, meetings, events, travel arrangements, and governance processes involving multiple stakeholders and competing priorities.
• Ability to exercise sound judgment, discretion, diplomacy, and professionalism when handling confidential, sensitive, or politically nuanced matters.
• Demonstrated customer service skills and the ability to build and maintain effective working relationships with faculty, staff, administrators, students, community members, and external partners.
• Ability to independently research, analyze, organize, and synthesize information from multiple sources to prepare reports, recommendations, and supporting documentation.
• Experience supporting budget development, fiscal monitoring, contract administration, purchasing processes, and related record-keeping activities.
• Ability to coordinate communication and workflow across multiple departments and