Executive Assistant II

North Orange County Community College District; Anaheim (CA); Presencial; USD 65 000 - 110 000; Tempo integral

Resumo da oferta

North Orange County Community College District seeks an experienced administrative professional to support a Vice President. The role performs advanced duties, manages calendars, coordinates meetings, and prepares a variety of documents and reports with a high level of accuracy.

The incumbent will assist with board agenda items, special projects, and confidential personnel and budget materials, while ensuring compliance and efficient district operations.

Qualificações

• Advanced administrative duties performed independently under direction of a Vice President
• Schedules and confirms appointments; manages calendar and greets visitors
• Prepares various materials including correspondence, requisitions, proposals, and memoranda
• Produces complex reports and statistical narratives from multiple sources
• Ensures accuracy of documents and board/department materials
• Coordinates meetings, agendas, and minutes; conducts research and special projects
• Maintains and analyzes confidential records and prepares personnel evaluations and reports
• Trains and provides direction to others; stays updated with emerging technologies

Responsabilidades

• Performs advanced administrative duties under VP direction
• Manages appointment calendars and greets visitors
• Prepares and formats correspondence, requisitions, proposals, and memoranda
• Compiles and prepares complex statistical reports
• Coordinates Board agenda items and special projects
• Monitors budgets, time sheets, and expenditures
• Maintains confidential records and reports; supports district communications
• Trains staff and applies new technologies to improve efficiency
• Attends meetings and transcribes minutes; supports diversity and inclusion efforts

Descrição da oferta de emprego

JOB DESCRIPTION

Performs advanced administrative duties independently at the direction of a Vice President within a college, campus, or District; 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; provides information to departments, personnel, students and the public on the phone and in person; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.

Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; student discipline; employee discipline; accreditation curriculum; 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; prepares, organizes, and/or coordinates Board Agenda items for assigned area of responsibility; conducts research and special projects as assigned; compiles data, organizes, analyzes, and summarizes information and materials.

Verifies and ensures accuracy and completeness of a variety of documents, including forms, contracts, and agreements/contracts submitted by division/department offices to the area vice president for approval; items may be related to student discipline, curriculum, constructions, contracts, personnel, budget, staff development, program review, travel, or other college and student matters; analyzes and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process.

Plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes.

Prepares the initial design and development of the annual preliminary budgets for assigned area of responsibility; monitors and controls area budget and expenditures; maintains department expenditures and budgets; approves expenditures within established guidelines and at the direction of the Vice President; responsible for the accurate and timely submission of time sheets; responds to inquiries and resolved issues regarding board policy, administrative procedures, student discipline, complaints, collective bargaining, contracts, curriculum, bond, construction, public records request, and budget matters.

Maintains, analyzes, and reports on a variety of complex records of confidential nature including information regarding Board, District, Campus, personnel, student or public matters; compiles and processes materials for personnel evaluations, complaints, or legal processes; maintains detailed and comprehensive reports, records, and files regarding campus wide programs, operations, and activities; Responsible for performing analysis of campus information and producing reports thereof.

Serves as liaison in communications with campus community, public, civic leaders, elected officials, vendors, and business representatives for the assigned area of responsibility; coordinates information and communication between District, staff and external partners.

Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate related to the Vice President's responsible areas of operations and activities.

Researches and troubleshoots for resolutions to discrepancies in processes and procedures to ensure compliance with local, state, and federal requirements.

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

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

Learns and applies emerging technologies and advances 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.