Executive Assistant- Student Services

FIRST DATE OF REVIEW IS SCHEDULED FOR OCTOBER 8 2026

THIS POSITION IS ASSIGNED TO STUDENT SERVICES

EMPLOYEE BENEFITS Comprehensive benefit package which includes:

• District paid medical dental and vision insurance for the employee and dependents.
• District paid $100000 life insurance policy for the employee.
• Educational Management participation in CalSTRS Retirement System.
• Classified Administrators participation in CalPERS Retirement System.
• 20 paid holidays; 22 vacation days

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add modify change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides advanced and complex administrative support to executive administrator and serves as point of contact for communications from internal and external constituencies such as students department staff educational institutions vendors government agencies and the general public; receives and responds to questions concerns and issues; researches records within areas of assigned responsibility provides follow-up information to inquiries.
• Schedules and coordinates meetings and conference calls for the executive administrator with on and off campus constituents; ensures the executive administrator is briefed and prepared for meetings events and business trips.
• Plans implements and coordinates logistics of District events.
• Coordinates the administration of assigned programs and activities.
• Performs a variety of administrative tasks; independently composes a variety of business correspondence on behalf of the executive administrator proofreads and checks documents prior to submission for signature.
• Prepares agendas and informational packets; maintains the offices website.
• Composes and prepare Board actions in accordance with established formats and timelines; compile and organize appropriate background material.
• Compiles information and date for reports and assists in the preparation of statistical and narrative reports.
• Reconciles transactions including credit card transactions; assigns proper accounting codes and ensures all receipts are submitted with expense reports; obtains approval and forwards to the Fiscal Department.
• Assists in monitoring the offices budget by gathering data related to expenditures and projected charges; monitors and tracks budget expenditures; implements purchases for office supplies and other items; processes department requisitions and appropriation transfers.
• Organizes and coordinates the executive administrators travel arrangements; processes documents consistent with District requirements.
• Designs and implements file index tracking and record keeping systems; maintains confidential files and materials.
• Works productively and cooperatively with others by demonstrating respect patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules regulations and protocols.
• Performs related duties as assigned.

Education and Experience:
Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:
Equivalent to completion of the twelfth (12th) grade supplemented by specialized coursework in business administration or a closely related field.

Experience:Four (4) years of increasingly responsible administrative and secretarial support experience.

Licenses and Certifications:
None.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

QUALIFICATIONS

Knowledge of:

• Organization and function of educational institutions.
• Sources of information related to a broad range of educational and administrative programs services and administration.
• General office and administrative practices and procedures.
• Methods and techniques of composing business correspondence.
• Methods and techniques of tracking budget expenses.
• District purchasing policies and procedures.
• Web content management methods and standards.
• Public relations principles.
• Business mathematics.
• Research and reporting methods and techniques.
• Principles and practices of data collection and compilation.
• Applicable Federal State and local laws codes regulations and policies relevant to assigned areas of responsibility including the State Education Code.
• Record keeping principles and procedures.
• District and mandated safety rules regulations and protocols.
• Techniques of providing a high level of customer service by effectively interacting with students staff faculty representatives of outside organizations and members of the public including individuals of diverse academic socio-economic ethnic religious and cultural backgrounds physical ability and sexual orientation.
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program project and task coordination including computers and software programs relevant to work performed.

Ability to:

• Perform advanced and complex administrative support work accurately within established deadlines and with use of independent judgment.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Effectively resolve questions and concerns from internal and external constituencies.
• Plan develop and implement multiple projects.
• Interpret apply and explain District policies and procedures relevant to assigned area of responsibility.
• Review interpret summarize and present administrative and technical information and data in an effective manner.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Make accurate mathematical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing record-keeping and tracking systems.
• Independently organize work set priorities meet critical deadlines and follow-up on assignments.
• Use tact initiative prudence and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems software applications and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely both orally and in writing using appropriate English grammar and syntax.
• Demonstrate sensitivity to and understanding of the diverse academic socio-economic ethnic religious and cultural backgrounds of community college students.
• Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

A complete file consists of all of the following:
1. A completed Victor Valley College application electronic form which includes employment history and references
2. A letter expressing interest in the position
3. A current resume
4. Copies of transcripts showing college degrees and coursework. NOTE: Degrees must be from an accredited institution. Applicants with foreign transcripts must have transcripts evaluated for U.S. equivalency by one of the following agencies. Open link below for a list of agencies that have been approved by the Commission on Teacher Credentialing: to provide evaluation of college or university course work completed at an institution in a country other than the United States: Commission Approved Foreign Transcript Evaluating Agencies. This evaluation must be completed and submitted prior to your application being included in the application pool. A copy of the evaluation must be attached to each application package. Please note there is a fee for the evaluation service.