Executive Assistant II
Executive Assistant II
Posted on :
15-05-2025
Employer Active
1 Vacancy
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Monthly Salary
$ 6503 - 7848
Vacancy
1 Vacancy
Posted on :
15-05-2025
Job Description
Primary Purpose
PRIMARY PURPOSE This position is responsible for performing a wide variety of comprehensive complex and specialized administrative duties to support the head of a functional area(s) within a college or District under the direction of a Vice President; and managing office functions to assure efficient operations. This requires specialized knowledge in the functional area supported.
Job Description
JOB DESCRIPTION Performs advanced administrative duties independently at the direction of a Vice President within a college campus or District; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives opens prioritizes and routes mail; provides information to departments personnel students and the public on the phone and in person; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area. Independently composes and prepares a variety of materials including correspondence purchase requisitions proposals and memoranda; formats presentations and reports; student discipline; employee discipline; accreditation curriculum; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; prepares organizes and/or coordinates Board Agenda items for assigned area of responsibility; conducts research and special projects as assigned; compiles data organizes analyzes and summarizes information and materials. Verifies and ensures accuracy and completeness of a variety of documents including forms contracts and agreements/contracts submitted by division/department offices to the area vice president for approval; items may be related to student discipline curriculum constructions contracts personnel budget staff development program review travel or other college and student matters; analyzes and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process. Plans and organizes special projects committees receptions and events as assigned; maintains calendar of activities events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Prepares the initial design and development of the annual preliminary budgets for assigned area of responsibility; monitors and controls area budget and expenditures; maintains department expenditures and budgets; approves expenditures within established guidelines and at the direction of the Vice President; responsible for the accurate and timely submission of time sheets; responds to inquiries and resolved issues regarding board policy administrative procedures student discipline complaints collective bargaining contracts curriculum bond construction public records request and budget matters. Maintains analyzes and reports on a variety of complex records of confidential nature including information regarding Board District Campus personnel student or public matters; compiles and processes materials for personnel evaluations complaints or legal processes; maintains detailed and comprehensive reports records and files regarding campus wide programs operations and activities; Responsible for performing analysis of campus information and producing reports thereof. Serves as liaison in communications with campus community public civic leaders elected officials vendors and business representatives for the assigned area of responsibility; coordinates information and communication between District staff and external partners. Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate related to the Vice Presidents responsible areas of operations and activities. Researches and troubleshoots for resolutions to discrepancies in processes and procedures to ensure compliance with local state and federal requirements. Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Trains and provides work direction and guidance to others as directed. Learns and applies emerging technologies and advances as necessary to perform duties in an efficient organized and timely manner. Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity equity and inclusion trainings and events. Performs related duties as assigned.
Essential Functions
ESSENTIAL FUNCTIONS Examples of essential functions are interpreted as being descriptive and not restrictive in nature.
Desirable Qualifications
DESIRABLE QUALIFICATIONS College coursework in Business administration Communications Public Administration or related field. Minimum of 3 years of progressively responsible experience supporting executivelevel leadership in a fastpaced dynamic environment. Demonstrated ability to manage and maintain confidentiality with sensitive and highlevel information. Strong organizational skills with the ability to manage multiple priorities meet deadlines and adapt to changing demands. Excellent written and verbal communication skills including drafting professional correspondence and preparing executivelevel reports and presentations. Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant office technologies. High level of discretion judgment and professionalism. Experience coordinating meetings managing complex calendars arranging travel and processing expense reports. Ability to interact effectively with diverse stakeholders including senior leadership external partners and the public. Strong problemsolving abilities and attention to detail. Prior experience in approaching work and interactions with colleagues and students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.
Minimum Qualifications
MINIMUM QUALIFICATIONS High school diploma or GED ; supplemental college coursework desirable. Minimum five (5) years of increasingly responsible administrative experience; may be supplemented by applicable college courses; preferably in an educational setting. Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic socioeconomic cultural disability gender gender identity sexual orientation and ethnic backgrounds of community college students faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.
Work Schedule
Monday Friday 8:00 am 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)
PRIMARY PURPOSE This position is responsible for performing a wide variety of comprehensive complex and specialized administrative duties to support the head of a functional area(s) within a college or District under the direction of a Vice President; and managing office functions to assure efficient operations. This requires specialized knowledge in the functional area supported.
Job Description
JOB DESCRIPTION Performs advanced administrative duties independently at the direction of a Vice President within a college campus or District; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives opens prioritizes and routes mail; provides information to departments personnel students and the public on the phone and in person; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area. Independently composes and prepares a variety of materials including correspondence purchase requisitions proposals and memoranda; formats presentations and reports; student discipline; employee discipline; accreditation curriculum; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; prepares organizes and/or coordinates Board Agenda items for assigned area of responsibility; conducts research and special projects as assigned; compiles data organizes analyzes and summarizes information and materials. Verifies and ensures accuracy and completeness of a variety of documents including forms contracts and agreements/contracts submitted by division/department offices to the area vice president for approval; items may be related to student discipline curriculum constructions contracts personnel budget staff development program review travel or other college and student matters; analyzes and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process. Plans and organizes special projects committees receptions and events as assigned; maintains calendar of activities events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Prepares the initial design and development of the annual preliminary budgets for assigned area of responsibility; monitors and controls area budget and expenditures; maintains department expenditures and budgets; approves expenditures within established guidelines and at the direction of the Vice President; responsible for the accurate and timely submission of time sheets; responds to inquiries and resolved issues regarding board policy administrative procedures student discipline complaints collective bargaining contracts curriculum bond construction public records request and budget matters. Maintains analyzes and reports on a variety of complex records of confidential nature including information regarding Board District Campus personnel student or public matters; compiles and processes materials for personnel evaluations complaints or legal processes; maintains detailed and comprehensive reports records and files regarding campus wide programs operations and activities; Responsible for performing analysis of campus information and producing reports thereof. Serves as liaison in communications with campus community public civic leaders elected officials vendors and business representatives for the assigned area of responsibility; coordinates information and communication between District staff and external partners. Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate related to the Vice Presidents responsible areas of operations and activities. Researches and troubleshoots for resolutions to discrepancies in processes and procedures to ensure compliance with local state and federal requirements. Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Trains and provides work direction and guidance to others as directed. Learns and applies emerging technologies and advances as necessary to perform duties in an efficient organized and timely manner. Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity equity and inclusion trainings and events. Performs related duties as assigned.
Essential Functions
ESSENTIAL FUNCTIONS Examples of essential functions are interpreted as being descriptive and not restrictive in nature.
Desirable Qualifications
DESIRABLE QUALIFICATIONS College coursework in Business administration Communications Public Administration or related field. Minimum of 3 years of progressively responsible experience supporting executivelevel leadership in a fastpaced dynamic environment. Demonstrated ability to manage and maintain confidentiality with sensitive and highlevel information. Strong organizational skills with the ability to manage multiple priorities meet deadlines and adapt to changing demands. Excellent written and verbal communication skills including drafting professional correspondence and preparing executivelevel reports and presentations. Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant office technologies. High level of discretion judgment and professionalism. Experience coordinating meetings managing complex calendars arranging travel and processing expense reports. Ability to interact effectively with diverse stakeholders including senior leadership external partners and the public. Strong problemsolving abilities and attention to detail. Prior experience in approaching work and interactions with colleagues and students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.
Minimum Qualifications
MINIMUM QUALIFICATIONS High school diploma or GED ; supplemental college coursework desirable. Minimum five (5) years of increasingly responsible administrative experience; may be supplemented by applicable college courses; preferably in an educational setting. Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic socioeconomic cultural disability gender gender identity sexual orientation and ethnic backgrounds of community college students faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.
Work Schedule
Monday Friday 8:00 am 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)
Employment Type
Full Time
Key Skills
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