Executive Administrative Assistant

Full-time • Stockton, California, United States • $7k - $8k / month • 1m ago

Description

The Executive Administrative Assistant/Confidential is distinguished from other classes within the Clerical series by the performance of the most complex, technical, and confidential duties for the executive level administrator. An incumbent in this classification performs a full range of highly responsible, complex, and confidential administrative support duties. Incumbents at this level work independently, typically receiving instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the organizational unit and District. The organizational unit at this level includes multiple departments and/or divisions under the direction of the executive administrator. Incumbents may be required to perform additional or different duties from those set forth below to address the needs of the District and/or unit.

SUPERVISION RECEIVED AND EXERCISED
Receives limited supervision and direction from an assigned executive level administrator.

May exercise technical and functional oversight over lower level clerical staff and/or student workers.

Responsibilities and Duties

Performs complex, highly skilled, confidential administrative support which includes the use of independent judgment; maintains confidentiality of sensitive information and work performed; assures smooth and efficient office operations; provides input to the assigned administrator concerning timelines and priorities; plans, coordinates and organizes office activities.

Serves as a liaison to administrators, staff, faculty, students, representatives of educational institutions, local, state and federal agencies, and the general public by responding to requests, answering questions, clarifying information, resolving problems, explaining District policies and procedures or referring inquiries to others as necessary.

Composes, prepares and proofreads a wide variety of reports, correspondence letters and memoranda, independently, from rough draft or from verbal instruction; researches, compiles, and reviews a variety of information and data related to responsibilities as needed; tabulates statistical data; prepares comprehensive analytical reports including charts and graphics; makes mathematical and statistical calculations. Produces high quality and professional materials and reports in support of executive level management.

Assists in preparation, development, administration, and maintenance of assigned budget(s); analyzes and summarizes budget expenditures; collects expenditure and cost reports; processes financial transactions.

Interprets, applies and explains District operations, requirements, policies, procedures and related standards.

Exercises independent judgment to resolve various issues and conflicts; refers difficult issues to administrator.

Performs complex word processing, spreadsheet, and report writing tasks using a wide variety of software applications and techniques; prepares a variety of specialized documents and publications including manuals, brochures, handbooks, event programs and other informational items.

Provides complex and responsible executive support and confidential assistance related to collective bargaining issues, labor negotiations, contract grievances and employee litigation; as well as, staff evaluations, personnel matters and legal actions.

Prepares and submits draft personnel requisitions in Human Resources' electronic system.

Exercises independent judgement and discretion in scheduling appointments and meetings for assigned executive administrator; prepares and maintains a calendar of events to ensure timely coordination of office activities and status of assigned projects; develops schedules related to District activities.

Makes travel arrangements and creates travel itineraries, including airline, hotel reservations, car rental and other related activities for assigned executive administrator and groups, when necessary.

Coordinates and oversees planning, preparation, arrangement, operation, staffing and post-event evaluation for complex campus and community events and activities, as required.

Schedules, attends and participates in a variety of professional meetings, committees, and District events; prepares printed materials, documents and agendas as requested; takes and prepares minutes; researches, compiles and disseminates information as appropriate.

Receives, screens, sorts and responds to correspondence and confidential information; routes materials to appropriate staff.

Assists in developing, facilitating, and implementing a variety of District initiatives, operational, administrative, and program policies and procedures.

Prepares contract and ancillary documents, develops and facilitates processes for review and execution of contracts and payment to vendors.

Develops materials for presentations; participates in, or supports the execution of presentations, as required.

Composes, prepares, and ensures committee and/or Board agenda items and supporting documents are developed, prepared and forwarded within District timelines in compliance with the Brown Act.

Develops, implements, and prepares special projects, reports and various forms on behalf of the assigned executive administrator; attends to administrative details on special matters.

Monitors and keeps the administrator current regarding progress of office projects and activities; assists in monitoring communication from state system and other agencies relative to the administrator.

Participates in the hiring, training, direction and oversight of student workers; including scheduling and assignment of duties, coordinating workflow of the office; leads, schedules, trains and oversees lower level clerical staff; reviews work products to ensure accuracy and compliance with established policies and procedures.

Performs related duties and responsibilities as required.

Qualifications

Knowledge of:

Principles and practices of public administration.
Office procedures, methods and equipment including computers and software applications; such as word processing, spreadsheets, presentation software and databases.
Principles, practices, and procedures of business communications and report writing.
Principles and practices used to establish and maintain files, record keeping and information retrieval systems.
Principles, practices, and procedures of fiscal, statistical, and administrative research and report preparation.
Principles and practices of purchasing and contracting.
Work organization and office management principles and practices.
Proper language usage, spelling, grammar and punctuation.
College policies and procedures applicable to area of assignment.
Pertinent federal, state and local laws, codes and regulations; including applicable sections of the State Education Code, Title 5, the Brown Act, and other legal requirements related to area of assignment.

Ability to:

Perform responsible and complex administrative support using independent judgement, personal initiative and confidentiality.
Independently prepare correspondence and memoranda.
Oversee and participate in management of administrative functions and operations of the assigned office; organize work to meet schedules and changing deadlines.
Maintain confidentiality of sensitive information and work performed.
Research, compile, analyze, and interpret data.
Read, understand, interpret, and apply with judgement, rules, regulations, policies and other written materials in a wide variety of situations and applications.
Participate in the preparation and administration of assigned budget(s).
Type at a speed necessary for successful job performance.
Maintain a calendar of activities and schedule meetings appropriately.
Operate office equipment including computers, scanners, copiers and fax machines.
Prepare and maintain accurate and current records and files.
Respond to difficult requests and inquiries from students, public constituents, faculty and staff; effectively present information in a clear and concise manner.
Lead and direct students and lower level staff.
Accept responsibility for decision making and use good judgement in recognizing scope of authority.
Communicate effectively and professionally verbally and in writing using a variety of modes and technologies.
Receive confidential information and maintain confidentiality.
Establish and maintain effective working relationships with those contacted in the course of work.
Work under steady pressure with frequent interruptions and high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling and time management.
Work with and exhibit sensitivity to and understanding of, the diverse academic, socioeconomic, cultural, linguistic, ethnic and disabled populations of community college students and staff.

EXPERIENCE AND EDUCATIONREQUIREMENTS:

Education:
Associate's degree in business, office technology or a related field from an accredited college; and
Four (4) years of progressively responsible secretarial or administrative assistant or office coordinator work, preferably in an administrative or executive office of a public agency or in an educational environment. Experience supporting senior level management highly preferred.
OR
Six years of progressively responsible secretarial or administrative assistant or office coordinator work, preferably in an administrative or executive office of a public agency or in an educational environment. Experience supporting senior level management highly preferred.

San Joaquin Delta College offers its employees a comprehensive fringe benefit package that includes health insurance, dental insurance, vision care, life insurance, and long-term disability. This coverage is offered for the employee and their dependents.

Please note:

Full-Time Employees - Participation in medical, dental and, vision is MANDATORY and employees may not opt out even if covered by other insurance.
Part-Time Employees - Employees are eligible to participate in medical, dental, and vision but must meet eligibility criteria and are responsible for 100% of the cost.

Benefits details can be found at: Employee Benefits Package

Retirement Plan
Retirement information can be found at: San Joaquin Delta College - Retirement

Paid Time Off
The District realizes the importance of creating a balance between work and personal life. To work at the highest ability, employees need to take time away from their job for rest, recreation, and important personal matters. To accommodate those needs, SJDC provides generous holiday and vacation schedules and sick time hours.

District Holidays
San Joaquin Delta College - District Holidays

Tuition Fee Waiver
Employees and their eligible dependents are eligible for tuition fee waivers for regular classes (not including community service classes) taken at Delta College.

Events
All Athletic home events (excluding playoffs) are free to the public.