Executive Assistant to the Vice President

Job Summary
The Chabot College Community Chabot College is committed to educational equity in its academic programs and college services so that students may achieve their personal educational and career goals. Our equity work today builds upon a strong history: the Puente and Umoja programs were first created at Chabot College and have since been replicated across the state. These programs have paved the way for a series of additional educational and student support programs intentionally focused on equity that thrive at Chabot College today. Chabot College is located in Hayward California the third most diverse city in the United States. We serve a highly diverse student population and are proud to be designated as a Hispanic Serving Institution. Information about the demographics of our campus community can be found here. Serving our diverse community requires a culturally-responsive approach that recognizes the myriad strengths and assets that our students bring to the campus community. We do so by promoting a classroom and co-curricular learning environment that is inclusive collaborative engaging and challenging and where respect dignity and integrity are core values. We see students as producers of knowledge not just consumers of knowledge. We work to reframe inequities as a problem of practice and view the elimination of inequities as an individual and institutional responsibility. Joining Our College Community We seek equity-minded applicants who demonstrate they understand the benefits diversity brings to an educational community. We look for applicants who: 1. Value and intentionally promote diversity and consciousness of difference 2. Demonstrate cultural humility and an ongoing desire to improve cultural competence 3. Are dedicated to addressing issues of social justice 4. Accept their shared role and responsibility in addressing opportunity and achievement gaps experienced by students 5. Have experience and success in closing student equity gaps and engaging in equitable practices or are knowledgeable and enthusiastic about implementing practices that achieve these goals 6. Actively seek to identify disrupt and remove institutional and/or systemic barriers that adversely impact historically marginalized communities 7. Empower the underrepresented and underserved 8. Foster students potential to become global citizens and socially responsible leaders 9. Believe that all people have the right to an education and work environment free from fear harassment or discrimination. Summary Description The Chabot-Las Positas Community College District is seeking an Executive Assistant to the Vice President of Student Services at Chabot College in Hayward California. Under general direction perform a variety of highly responsible complex and sensitive administrative and secretarial duties in support of an assigned Vice Presidents Office; process administrative details not requiring the immediate attention of the executive staff member including the coordination of functions communication of policy the preparation of reports and other administrative tasks. The Executive Assistant to the Vice President classification includes positions that provide responsible administrative support to a Vice President level including Vice President of Administrative Services Academic Services or Student Services. Incumbents report to and support an executive with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse complex and sensitive/confidential administrative and secretarial tasks requiring a substantial amount of tact judgment and initiative. Incumbents are required to be self-directed and to relieve the executive of routine administrative duties and provide work direction and guidance to lower-level office staff assigned to the area. This is a confidential class designated by the Board of Trustees of the Chabot-Las Positas Community College District under authorization of Chapter 10.7 Section 3540.1 of the Government Code.

Desirable Qualifications
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Minimum Qualifications
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. Knowledge of: District organization operations policies and objectives Operational characteristics services and activities of the functions programs and operations of the assigned Vice Presidents 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. District hiring and payroll process. 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 and procedures used in complex inter-related record keeping. Principles and practices used to establish and maintain files and information retrieval systems. Principles practices and procedures of complex fiscal statistical and administrative research and report preparation. Statistical procedures and mathematical concepts. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Interpersonal skills using tact patience and courtesy. Principles and practices utilized in handling sensitive and/or confidential issues. Principles and practices of providing training work direction and guidance to lower-level office staff and student workers. English usage grammar spelling punctuation and vocabulary. Oral and written communication skills. Ability to: Perform difficult and complex administrative and secretarial work to effectively relieve the assigned executive staff member of routine administrative detail. Perform specialized technical and administrative support duties involving the use of a high level of independent judgment and personal initiative. Oversee and participate in the management of the administrative functions and operations of the assigned office. Understand the organization and operation of the assigned Vice Presidents Offices as necessary to assume assigned responsibilities. Understand interpret apply and explain applicable rules regulations policies and procedures independently apply them with good judgment and use judgment and discretion to act when precedents do not exist. Troubleshoot most office administration problems and respond to all inquiries and requests related to work area. Effectively handle and resolve difficult and sensitive situations. Develop office procedures. Establish review and revise office work priorities. Plan organize and delegate work to meet schedules and deadlines. Train lead and provide work direction and guidance to area staff. Select train evaluate and provide work direction to student workers. Analyze problems identify alternative solutions project consequences of proposed actions and implement recommendations in support of goals. Research compile assemble analyze and interpret data from diverse sources. Prepare a variety of clear and concise administrative and financial reports. Independently compose and prepare correspondence and memoranda. Maintain confidential complex and interrelated files and records. Operate office equipment including computers and supporting word processing spreadsheet and database applications. Adapt to changing technologies and learn functionality of new equipment and systems. Type at a rate of speed necessary for successful job performance. Take and transcribe dictation at a rate of speed necessary for successful job performance. Use sound judgment in recognizing scope of authority. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information records and reports. Respond to requests and inquiries from students staff or the public; effectively present information in person or on the telephone to students staff or the public. Participate in the preparation and administration of assigned budgets. Use correct English usage grammar spelling punctuation and vocabulary. Make arithmetic calculations quickly and accurately. Work confidentially with discretion. Understand and follow oral and written directions. Work under steady pressure with frequent interruptions and a high degree of public contact by phone e-mail or in person. Work independently with very little or no direction. Work with and exhibit sensitivity to and understanding of the varied racial ethnic cultural sexual orientation academic socio-economic and disabled populations of community college students. Communicate clearly and concisely both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.