Executive Assistant-Substitute

Glendale Community College; Glendale (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Glendale Community College in Glendale, CA seeks an experienced Administrative Assistant III (Confidential) to support the VP and Cabinet-level Administrator. This role manages office operations, coordinates meetings, and handles confidential materials in a dynamic, multiethnic environment.

The ideal candidate will have extensive administrative experience, strong organizational skills, and the ability to work independently while interacting professionally with students, staff, and faculty.

Qualifications

• Six years administrative assistant experience.
• Four years in a senior secretary/clerical role in a high-volume office.
• Equivalent of two years coursework in business or related field.

Responsibilities

• Provide complex administrative support to the VP and cabinet level administrators.
• Relieve supervisors of routine tasks and manage office operations.
• Coordinate meetings, events, facilities, and communications.
• Prepare, type, edit, and proofread reports and materials.
• Maintain confidential files, budgets, and records.
• Greet callers, students, staff, and the public with discretion and professionalism.

Skills

Highly organized

Excellent communication

Multicultural sensitivity

Independent worker

Education

Two years of college coursework in business or related field

Tools

Word processing

Spreadsheets

Database

Presentation software

Job description

Definition

Under direction, performs a wide variety of complex administrative support duties for multiple major programs for a Vice President's and/or Cabinet Level Administrator's office; performs office manager duties by relieving supervisor(s) of routine administrative details; performs related duties as required.

SUPERVISION EXERCISED AND RECEIVED

General supervision is provided by a Vice President and/or Cabinet Level Administrator.

Assignment may require the direct or indirect supervision of general clerical positions.

This position will report directly to the VP, Human Resources.

Work Schedule

Monday- Friday 8:30am-5:00pm, flexibility as needed

Performs complex administrative support duties for multiple major programs assigned to the reporting department, which may include the office of a Vice President, Cabinet Level Administrator and/or governing board, which has jurisdiction over college policies, rules and regulations.

Prepares, types, edits and proofreads a variety of materials and reports in relation to programs supported utilizing a various computer software programs.

Greets and screens telephone calls, students, faculty, staff and the public and responds to questions, requests, and complaints in a sensitive and cooperative manner; maintains harmonious operating conditions in a service-oriented environment serving a multicultural and multiethnic population.

Resolves everyday work problems involving administration, staff, or students by exercising independent judgment in the application of established procedures and routines; refers difficult policy questions to the appropriate office.

Assists in the coordination of meetings and events by arranging for facilities, food services, parking, mailing notifications, telephone communications, contacting and arranging for speakers.

Works closely with variety of departments and personnel in performing the duties of the office assigned.

Handles daily office situations such as establishing priorities to meet deadlines, preparing Board Action Slips, assignment sheets for classified and timesheets for faculty, classified and students assigned to the reporting department.

Submits conference attendance requests, and expense/travel reimbursement claims for payment; requisitions supplies, printing, and advertising; submits work orders and key requests.

May access the District financial computer system, prepare data for budget requests, transfer funds to accounts as needed and research budget items.

Competently operates a variety of computer programs, including but not limited to word processing, spreadsheets, database, and presentation software.

Compiles, calculates and analyzes data from a variety of sources related to program area; maintains confidential and complex interrelated files and records.

Monitors and controls statistical data having major financial impact or accountability for faculty, students and the District. This may include evaluating student's academic history through transcripts and computer information.

Handles faculty evaluations in a confidential manner.

Interprets policies and procedures to faculty, students and staff.

Receives, reviews, and routes mail and information using discretion in the handling of confidential and sensitive material.

Acts as office manager and relieves the Administrator of routine administrative details, which may include the selection, training, time keeping and evaluation of subordinate staff.

Schedules appointments, travel arrangements and meetings; sets up calendars.

May record minutes for various departmental meetings.

Gathers information to complete surveys, directories, organizational charts and questionnaires requested by external agencies.

May perform the duties of an Administrative Assistant III (Confidential) or lower level clerical duties.

Depending on area of assignment may prepare faculty handbook; Bargaining Unit Contracts or amended contracts both for academic and classified.

Performs related duties as required.

Knowledge of

Public relations, principles and techniques.

Office practices and procedures used in performing complex secretarial tasks with speed and accuracy.

Proper English usage including grammar, vocabulary, spelling and punctuation.

Word processing, spreadsheet, database and presentation computer software. Assigned program area may require knowledge of additional software applications.

Effective oral and written communication.

Basic principles of training and supervision.

Ability to

Perform complex and difficult secretarial duties; be highly organized and able to anticipate the need for information in order to respond to requests, conduct meetings and complete correspondence.

Learn District policies, procedures, regulations, and special programs to apply them with good judgment.

Use tact and discretion in a diverse multicultural and multiethnic public service environment.

Analyze situations accurately and use judgment when referring problems.

Compose effective correspondence independently.

Review, edit and proofread written documents for grammar, completeness and accuracy.

Compile and maintain accurate records and write clear, concise reports.

Establish and maintain a variety of confidential and complex interrelated files and records.

Works independently; understands and carries out oral and written directions.

Type at a corrected speed of 50 wpm; Take dictation at a speed of 80 wpm with translation.

Make mathematical calculations with speed and accuracy.

Effectively use a variety of computer software applications. Operate a variety of standard office equipment.

EMPLOYMENT STANDARDS

Minimum Qualifications

Six years administrative assistant experience, which includes four years in a senior secretary/clerical position in a high volume, high traffic office, plus the equivalent of two years of course work in business or a related field from an accredited college or university.

Position Funding

This position is offered contingent upon funding. The district reserves the right to extend, withdraw, and/or reopen this position at any time.

Commitment to Diversity and Equal Employment Opportunity Employer

GCCD values diversity and recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides meaningful role models for all students.

Our hiring processes support equal opportunity, diversity, and provide equitable consideration for all candidates.

Accommodations

Consistent with the Americans with Disabilities Act and applicable state and local laws, GCC provides reasonable accommodation to all individuals throughout the recruitment process and during employment with the District.

To learn more about GCCD, please visit our website at glendale.edu