Job Details

JOB DESCRIPTION

Performs advanced administrative duties independently at the direction of a designated administrator at the District level; 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; plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and meetings; takes, transcribes, and distributes minutes of meetings.

Assists in the development and presentation of management positions with respect to employer-employee relations as directed; prepares confidential information related to employer-employee relations, including collective bargaining negotiations and employee grievances.

Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; 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; conducts research and special projects as assigned; compiles, organizes and abstracts information and materials.

Serves as liaison in communications with staff, legislators, community, civic and business representatives and the general public for the assigned area of responsibility; coordinates information and communication between District and campus administrators and personnel; provides information to departments, personnel, students and the public; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.

Assists in the development and preparation of the annual preliminary budgets for assigned area of responsibility; assists in monitoring and controlling expenditures; approves expenditures within established guidelines and at the direction of the supervising administrator; maintains detailed and comprehensive reports, records and files regarding programs, operations, and activities.

Maintains a variety of complex records of a confidential or controversial nature including information regarding the Board of Trustees, District, personnel, students, and collective bargaining negotiations; inputs and retrieves computerized data as required.

Orders supplies and equipment; prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.

Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate with other District and college personnel.

Trains and provides work direction and guidance to others as directed.

Learns and applies emerging technologies and advances (e.g., computer software applications) 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.

PRIMARY PURPOSE

This position is responsible for performing a variety of specialized and technical secretarial and administrative support to a designated administrator at the District level, which includes access to confidential information that is used to contribute significantly to the development of management positions. The duties of the position require extensive knowledge of District policies and procedures, the ability to exercise independent judgment, action, and discretion in handling confidential information and materials, and specialized knowledge of the functional area supported.

WORKING RELATIONSHIPS

The Executive Assistant II maintains frequent contact with various District administrators and personnel, faculty, students and the public.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of District organization, operations, policies and objectives

Knowledge of laws and regulations applicable to assigned functional area of responsibility

Knowledge of organization, policies, and procedures of assigned functional area of responsibility

Knowledge of the policies and regulations related to accessing and processing confidential information and materials

Knowledge of administrative office management

Knowledge of modern office practices, procedures and equipment

Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary

Knowledge of record keeping procedures and budget preparation and maintenance

Knowledge of various computer software applications

Ability to compose correspondence and other written materials independently

Ability to proofread and edit written materials to assure accuracy and completeness

Ability to process confidential materials and information related to collective bargaining and personnel

Ability to make arithmetic calculations quickly and accurately

Ability to type at 60 wpm from clear copy

Ability to operate a variety of office equipment such as calculator, computer, copier, etc.

Ability to analyze situations accurately and adopt an effective course of action

Ability to read, interpret, apply and explain laws, regulations, policies and procedures

Ability to plan, organize and prioritize work

Ability to work independently with little direction

Ability to complete work efficiently with many interruptions

Ability to work confidentially with discretion

Ability to meet schedules and time lines

Ability to understand and follow oral and written directions

Ability to communicate effectively, both orally and in writing

Ability to understand the scope of authority in making independent decisions

Ability to establish and maintain effective working relationships with others

SPECIAL REQUIREMENTS

Coursework must be verifiable on a legible transcript. If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemental college coursework desirable.

Minimum three (3) years of increasingly responsible administrative experience, 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.

DESIRABLE QUALIFICATIONS

Minimum of five (5) years of progressively responsible experience supporting executive-level leadership in a fast-paced, dynamic environment.

Familiarity with California employment laws, Education Code, and regulations governing public education and collective bargaining.

Experience managing complex executive calendars, scheduling meetings, coordinating travel and reimbursements, drafting agendas and minutes, and handling confidential information.

Experience managing executive expense reports and processing financial transactions (e.g., billing, invoices, purchasing, requisitions).

Expert-level proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) or related programs.

Proficiency with advanced HR systems, databases, and technology tools for data management, analysis, and reporting.

Demonstrated experience working with and supporting a diverse workforce.

Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.

WORKING CONDITIONS

College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods of time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.

This is a confidential position subject to a six-month probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within eight (8) months.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "N/A" (not applicable). Do not use terms such as "see resume" or "see attached".

The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Minimum Qualifications - Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

Minimum Qualifications - Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website here for information regarding evaluation of foreign degrees.