Executive Administrative Assistant to Superintendent/President and Board of Trustees
Executive Administrative Assistant to Superintendent/President and Board of Trustees
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$ 87544 - 126775
1 Vacancy
Job Description
About College of the Desert
The College of the Desert Desert Community College District enrolls approximately 15000 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 students of color 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.
Who We Want:
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
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
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/Presidents 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 Chancellors 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 Offices 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.MINIMUM QUALIFICATIONS
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 bargaining or union or personnel matters; communicate effectively both orally and in writing to exchange information in person and on the telephone; understand and follow oral and written instructions; work independently with little direction; sit for extended periods of time; bend at the waist kneel or crouch to file materials; lift 25 pounds.EMPLOYMENT STATUS
This posting is for two (2) vacancies.
EMPLOYMENT STATUS & SALARY- Confidential
- Classified Leadership Salary Schedule Range 6
WORKING CONDITIONS- Environment:Office environment. Frequent interruptions. Operate a keyboard. Exchange information in person or on the telephone. Sitting for extended periods of time. Occasional travel required. Requires some evening and weekend responsibilities.
SCHEDULE & LOCATION- This position is scheduled 40 hours per week 12 months per year.
- The schedule is Monday Friday 8:00 a.m. 5:00 p.m.
- The primary location is Palm Desert Campus.
- The schedule and location is subject to change based on District need.
REQUIRED DOCUMENTS:- RESUME:Must include length of employment (month/year start and end dates) for each employer.
- Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
- College Transcripts: Diplomas will not be accepted in lieu of the required transcripts.
IN YOUR APPLICATION:- List of References: References should include at least two supervisors and two colleagues. Please include name title email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.
TIMELINES:- For consideration please apply by Wednesday August 19 2025.
- Interviews are tentatively scheduled in-person on TBD 2025.
- Tentative schedule is subject to change based on District need.
FAQs:For additional information click here:Recruitment Frequently Asked Questions
PLEASE NOTE:- Employment is contingent on residence in California.
- Applicants must be authorized to work for any employer in the U.S.
- College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.
Notice to all Candidates for Employment:
The Immigration Reform and Control Act of 1986 Public Law 99-603 requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The Desert Community College District (DCCD) will not sponsor any VISA applications nor take over any VISA.
Employees must reside in California while employed with the Desert Community College District (DCCD).
California Public Employees Retirement SystemandCalifornia State Teachers Retirement System:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the DCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS) who accepts employment with the DCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS
Disability Accommodations:
If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling (760) 773 -2529 or sending an e-mail to .
Attendance Requirement:
All DCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.
Campus Crime and Safety Awareness:
Information regarding campus crime and safety awareness can be found at
Non-Discrimination Notice:
The DCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
California Fair Chance Act:
The DCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the DCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.
Diversity Equity Inclusion and Equal Employment Opportunity:
The DCCD is committed to creating an academic and work environment that fosters diversity equity and inclusion (DEI) and equal employment opportunity (EEO) for all and ensures that students faculty staff and managers of all backgrounds feel welcome included supported and safe. Our culture of belonging openness and inclusion makes the DCCD a unique and special place for individuals of all backgrounds.
The DCCD is looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community. When you join the DCCD you can expect to be part of an exciting thriving equity-focused and inclusive community that approaches higher education with the lens of social justice and collaboration among students faculty staff managers and community deciding whether to apply for a position at the DCCD you are strongly encouraged to consider whether your values align with the DCCDs mission and goals for DEIA and EEO.
Additional Resources
- Americans with Disabilities Act (ADA)
- California Department of Fair Employment and Housing (FEHA)
- Job Accommodation Network (JAN)
- AP 7100 - Commitment to Diversity
- COD - Equal Opportunity Plan
- Department of Labors Office of Federal Contract Compliance Programs (OFCCP)
THE DCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Required Experience:
Chief
Employment Type
Full-Time
