Executive Assistant to Dean/Director

University of California; Palm Desert (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

College of the Desert in Palm Desert seeks an Administrative Assistant under the direction of a Dean or Director to plan and perform a variety of complex secretarial and technical office duties, ensuring timely and efficient operations and relieving leadership of clerical tasks.

Responsibilities include answering phones, greeting visitors, composing correspondence, organizing communications, developing procedures, maintaining confidential records, scheduling meetings, preparing reports, and

Qualifications

• Any combination equivalent to: graduation from high school supplemented by college-level course work with a grade of “C” or better in computer information systems or business related coursework and three (3) years of increasingly responsible office secretarial or administrative office support experience including some public contact.
• Proven ability to plan and perform complex secretarial and public contact work; read, interpret, apply laws and regulations; maintain office records and confidentiality.
• Experience with office equipment and software including word processing, spreadsheets, databases and email.

Responsibilities

• Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations.
• Answer telephones and greet visitors; provide information or refer to appropriate personnel; open, screen and route mail.
• Compose, prepare and type a variety of correspondence, memos, reports and other materials; proofread for accuracy.
• Organize and coordinate office functions, communications and activities for efficient operations.
• Develop new and improved systems and procedures; assist with implementation after approval.
• Research, analyze and prepare information for dissemination to the public; maintain confidentiality of sensitive information.
• Make decisions in accordance with laws and regulations; receive and resolve complaints.
• Maintain accurate files and records; manage progress and proper completion.
• Process office documents; prepare financial and statistical reports for the Dean/Director.
• Operate office machines and software; maintain and control databases.
• Attend meetings and record notes and minutes.
• Schedule appointments and meetings; notify attendees; arrange facilities; prepare calendars.
• Maintain an appropriate level of office supplies and order forms.
• Perform related duties as assigned.

Skills

Office administration

Data handling

Communication skills

Discretion & confidentiality

Education

High school diploma plus college coursework

Three years of experience

Tools

Word processing

Spreadsheets

Database management

Email

Job description

College of the Desert in Palm Desert seeks an Administrative Assistant under the direction of a Dean or Director to plan and perform a variety of complex secretarial and technical office duties, ensuring timely and efficient operations and relieving leadership of clerical tasks.

Responsibilities include answering phones, greeting visitors, composing correspondence, organizing communications, developing procedures, maintaining confidential records, scheduling meetings, preparing reports, and