Executive Administrative Assistant to the Superintendent / President and the Board of Trustees

Administrative Assistant

The College of the Desert, Desert Community College District enrolls approximately 20,000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a Hispanic-Serving Institution (HSI), College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a two-year college, we offer Associates Degree for Transfer, both in Art and Sciences, Associates Degrees, and Certificates across a wide range of disciplines.

College of the Desert is a district that consists of leadership, staff, and faculty who are committed to enhancing our community through supporting the academic success of all of our students including racially and ethnically diverse students, students with disabilities, students who are first generation to college, veterans, students of all ages, students with diverse socio-economic backgrounds, "dreamers", and students of diverse sexual orientation and gender expression.

When you join College of the Desert you can expect to be part of a diverse, inclusive, and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences, emphasizes collaboration, and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.

Interested in learning more about College of the Desert and the Coachella Valley? Visit the links below.

• The Community Coachella Valley
• College of the Desert

College of the Desert is seeking individuals from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. As such, we prioritize individuals who fully demonstrate their understanding of the community we serve, the benefits of diversity in a professional and educational setting, and values creating a culture that brings people together. A successful candidate will value working in a collegial, collaborative environment that is guided by a commitment to inclusion, student education, and equity. An equity-minded individual is a person who already does or has demonstrated the desire to:

• Understand the importance of holding ourselves accountable as faculty, staff and leadership for closing equity gaps and engaging in equitable practices;
• Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
• Encourage positive race-consciousness and embrace human difference;
• Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
• Strategically build buy-in and participation among colleagues for equity-related initiatives.

Basic Function

Under the direction of the Superintendent/President, plan and perform a variety of complex administrative, technical and confidential duties for Superintendent/President and the Board of Trustees; relieve the Superintendent/President of administrative and procedural details including the oversight of the day-to-day operations of the office; coordinate the administrative functions of the Board of Trustees; interpret and communicate District policy and regulations to officials, agencies and the public.

Representative Duties Essential Functions

1. Oversee and coordinate the day-to-day functions of the Office of the Superintendent/President. Plan and perform logistical support, and complex administrative and technical duties to assure timely and efficient office operations. 2. Coordinate the Superintendent/President's appointment schedule; screen calls, visitors and mail; make travel arrangements. May serve as a liaison between the Office of the Superintendent/President and organizations, including, but not limited to, the Community College League of California, Accrediting Commission for Community and Junior Colleges, and California Community Colleges Chancellor's Office. 3. Exercise independent judgment and confidentiality in communicating and disseminating information regarding District policies and procedures. Respond to a variety of internal and external inquiries. 4. Provide administrative assistance to the Board of Trustees; coordinate the Board of Trustees' schedule; screen calls, visitors and mail; make travel arrangements. 5. Coordinate and prepare agenda items and supporting materials for meetings of Board of Trustees; attend regular and special meetings; record and document actions; prepare and distribute minutes; maintain official record of Board minutes. Ensure public meeting meet compliance standards, including Brown Act and public notice requirements. 6. Act as a liaison to the Board of Trustees; coordinate communications to and from the Board of Trustees with the public, students, and college staff. 7. Research and compile data to prepare reports and perform special projects as assigned by the Superintendent/President and the Board of Trustees Establish and maintain a variety of confidential files and records. 8. Provide a broad range of administrative support including duties that require regular access to confidential information in the normal course of the job that is used to contribute significantly to the development of management positions in respect to employer employee relations. Attend, take notes and transcribe minutes of collective bargaining sessions and meetings related to negotiations, disciplinary proceedings, and grievances. Assist in the preparation and tracking of proposals, counterproposals and grievances. Conduct research, analyze, and prepare materials used to assist in the development of management positions. Maintain records and documents. 9. Compose correspondence on own initiative on matters not requiring personal responses from the Superintendent/President or Board of Trustees, including matters confidential in nature and which require considerable knowledge and interpretation of policies and procedures. 10. Coordinate and monitor the budgets for the Superintendent/President and Board of Trustees; Research and compile data, complete reports, and provide other support and assistance in the of preparation of the Office's annual budget, budget review and year-end closing; access, monitor and review assigned expenses and budget balances; appraise Administrator of any budgetary issues; prepare expense and appropriation transfers; coordinators and monitors purchasing and inventory of office supplies, furnishing and equipment. May be assigned budget management responsibility for special projects. 11. Maintain effective communications with other offices, staff, students, faculty, and the public. Coordinate with the Office of Institutional Advancement regarding press conferences, public appearances and legislative activities. 12. Work confidentially with discretion on highly sensitive and private information applicable to personnel, collective bargaining, or other confidential matters. 13. Attend and participate in a variety of administrative meetings and committees; prepare and distribute agendas; compile data and prepare reports; take and transcribe notes; prepare minutes for review; post minutes per policies and regulations; organize and assist in District professional development activities. 14. Assist in researching, creating, and editing policies and procedures; coordinate and track the implementation and modification of board policies and administrative procedures and distribute electronically. Prepare periodic status reports on board policies and administrative procedures. 15. Operate a variety of office equipment including a computer, Microsoft Office Suite and other applicable software, note taker and tape recorder; may be required to operate a vehicle to conduct work. 16. Facilitate and participate in accreditation preparation and activities. 17. Receive and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff. 18. Organize and assist in annual District events, including, but not limited to, Emeriti and Tenure Recognition Ceremony, Retirement Celebration, and Commencement. 19. May select, train, supervise and evaluate the performance of assigned staff and student workers; recommend other personnel actions as appropriate. 20. Seek and participate in professional development activities. 21. Perform related duties as assigned.

Education and Experience

• Any combination equivalent to: A Bachelor degree and five (5) years varied and increasingly responsible office secretarial or administrative office support experience including public contact including a minimum of two (2) years of experience supporting a senior level manager.

Knowledge and Abilities

• Knowledge of: Functions and clerical operations of an administrative office; district organization, operations, policies and objectives; applicable sections of the State Education Code, California Code of Regulations Title 5, the Brown Act, and other applicable laws and regulations; District policies and procedures; office management techniques and organizational skills; research methods; operation of office machines including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management, and presentations; operate electronic note taker and tape recorder; record-keeping techniques; manuscript and report formatting; oral and written communication skills; interpersonal skills using tact, patience and courtesy; understanding of and sensitivity to diversity ; correct English usage, grammar, spelling, punctuation and vocabulary; exercise tact and diplomacy in dealing with sensitive or confidential matters.
• Ability to: Perform a variety of administrative and confidential duties to relieve the Board of Trustees and the Superintendent/President of complex administrative details requiring independent judgment and thorough knowledge of District policies and procedures; learn, apply and explain policies, procedures, rules and regulations; organize complex material and summarize discussions and actions taken in report form; compose correspondence independently; maintain a variety of complex and confidential files and records; operate a variety of office equipment including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management and presentations; operate electronic note taker and tape recorder; establish and maintain cooperative and effective working relationships with others; analyze situations accurately and adopt an effective course of action; plan and organize work; work confidentially with discretion on sensitive and private information applicable to collective