Executive Assistant to the College President

North Orange County Community College District; Fullerton (CA); Híbrido; USD 89.000 - 114.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

100% employee medical premium coverage

Fringe allowance

Flexible/Hybrid Work Program: 3 days @

Premium Pay for years of service

Descripción de la vacante

North Orange County Community College District—Fullerton College seeks an Executive Assistant to the College President. This confidential role supports the President, manages schedules, communications, and board submissions, and coordinates district and campus-wide events.

Ideal candidates will have a Bachelor’s degree in a related field and at least five years of administrative experience, including executive support in higher education, with a commitment to diversity and inclusion.

Formación

• Bachelor’s degree required in a related field.
• Five (5) years of administrative support experience, with at least three (3) years supporting executive-level management.

Responsabilidades

• Provide high-level executive support to the College President, including managing schedules, briefing materials, and communications.
• Assist with board submissions, deadlines, and reporting.
• Coordinate events, meetings, and accreditation-related activities.

Conocimientos

Organizational skills

Time management

Written communication

Verbal communication

Data analysis

Event planning

Project management

Educación

Bachelor’s Degree in Business Administration, Office Management, or related field

Herramientas

Microsoft Office Suite

Board management software

Descripción del empleo

Executive Assistant to the College President

Position Details

Classification Information Classification Title Executive Assistant to the College President Salary Range $8,008 -$10,180 Per Month Salary Schedule Information Click Here for Current Confidential Salary Schedule Position Information Job Title Executive Assistant to the College President Position Number FCN999 Location Fullerton College Department FC President's Office Administration Percentage of Employment 100% Months of Employment 12 Months Per Year Work Schedule Monday - Friday, 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)

About Us

Do you strive to make a difference in higher education? Are you looking for a rewarding career opportunity to be a part of our students’ educational success and lifelong learning? If so, we invite you to join North Orange County Community College District. We are proud to enroll over 60,000 students and serve a population of over one million people, annually! Home to more than 2,600 employees, our highly skilled, professional, and diverse faculty and staff are leading two of California’s premier colleges, Cypress Community College and Fullerton Community College, as well as one of the largest continuing education programs, North Orange Continuing Education. We invite you to join the Fullerton College campus community. Ideal candidates will share Fullerton College’s commitment to diversity, equity, and inclusion. Fullerton College offers a radically student-centered culture that is inclusive and welcoming to all who learn and work here. The student body is incredibly diverse, with more than 55.7% Latinx, 16.6% Caucasian, 15.7% Asian/Pacific Islander, 3.1% African American, and 0.2% American Indian/Alaskan Native. Additionally, students from more than 40 countries regularly enroll in our International Student Program each year. The College believes in a multicultural learning experience where faculty and staff from diverse backgrounds can contribute to the development of our students. Fullerton College is the oldest community college in continuous operation in California. Since our first class in 1913, we have grown to become one of the most successful community colleges in the nation. Our high transfer and graduation rates, rich academic programs and radically student-centered approach equip students with the skills and resources they need to succeed. Each year, thousands of students transfer to the CSU and UC systems as well as to private colleges and universities throughout the nation. Notably, during 2019, Fullerton College was ranked as the No. 1 community college in California in transfers to the California State University ( CSU ) system. We are consistently No. 1 in transfers to Cal State Fullerton. Fullerton College is designated as a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander Serving-Institution ( AANAPISI ). Fullerton College proudly offers many programs to serve and support our diverse student body, including Puente, Umoja, Student Diversity Success Initiative, Extended Opportunity Programs and Services ( EOPS ) Foster Youth Success Initiative, Disability Services, and a Veterans Resource Center. The College also provides many avenues of support for our faculty and staff through networks that include the Latino, Asian/Pacific Islander, Black, and LGBTQIA2S+ Faculty Staff Associations. Fullerton College offers a comprehensive array of student services programs and academic and career pathways designed to achieve our campus’ strategic goals related to access, retention, persistence, and student success initiatives on campus. The College is developing an implementation plan for Guided Pathways and has robust partnerships with our local high school districts. The Fullerton College campus community is dedicated to our core values of Community, Diversity, Equity, Excellence, Growth, Inclusivity, Innovation, Integrity, Partnership, Respect and Responsibility. For more information, please visit our website at www.fullcoll.edu.

What We Offer

• 100% employee medical premium coverage and a contribution toward dependent coverage (up to $$11,620.58 for one dependent or $18,592.86 for two or more dependents annually)
• Fringe allowance to be used at employee’s discretion (up to $2,646.10 annually)
• Voluntary (Medical/Dependent Day Care) Flexible Spending Account
• $50,000 life insurance benefit
• Deferred Compensation Program (403(b)/457 plans)
• Retirement Pension Plan ( CalSTRS / CalPERS )
• Abundant Professional Growth & Development Opportunities (Receive up to $3,500 annually)
• 20 paid holidays + Paid vacation
• Cumulative sick leave
• Flexible/Hybrid Work Program: 3 days in office/2 days remote (Management approval required; may vary by Department/Position)
• Summer schedule (exceptions apply)
• Receive Premium Pay for years of continuous service: From 5% at 5 years, up to 36% at 36 years
• District paid employee post-retirement medical (for those who qualify)
• Employee Assistance Program
• Environment that fosters diversity and inclusion
• Progressive and innovative culture
• Opportunity to participate in various Faculty & Staff Associations

Primary Purpose

Pursuant to California Education Code Sections 88003 and 88003.1, this position is designated as Confidential within the classified service. Incumbents in this designation are assigned duties that require regular access to or participation in matters related to collective bargaining on behalf of the District. As a result of these responsibilities, confidential employees are excluded from represented bargaining units and are classified separately within the District’s classified service structure. The Executive Assistant to the College President provides high-level administrative and executive support to the College President. This role is essential in managing the office’s day-to-day operations, ensuring smooth communication between the President and other college departments, and handling the coordination of special projects and board items. The Executive Assistant plays a key role in supporting the President’s strategic initiatives, maintaining confidentiality, and representing the President’s office in interactions with internal and external stakeholders.

Distinguishing Characteristics

The Executive Assistant to the College President is distinguished by its responsibility for supporting the highest executive office within the college. This role demands exceptional organizational, communication, and problem-solving skills, along with the ability to handle complex, sensitive issues independently. The position requires a deep understanding of the college’s operations, as well as the ability to work effectively with a broad range of stakeholders, including the Board of Trustees.

Essential Functions

Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Job Description

Executive Support

Provides comprehensive support to the College President, including managing schedules, preparing briefing materials, and coordinating executive communications. Handles highly confidential and sensitive information with discretion. Prepares and manages the President’s correspondence, reports, and presentations. Sets up and coordinates formal appeal hearings, including but not limited to panel members from other colleges; composes and distributes formal hearing documents and decision letters.

Board and Reporting Support

Coordinates the preparation and submission of board items, ensuring accuracy and compliance with deadlines. Assists with the compilation and analysis of data for state and federal reporting, audits, and program reviews.

Special Event/Project Coordination and Accreditation Process Support

Plans, oversees, coordinates, and promotes a wide array of District and/or campus-wide special events, ceremonies, and projects in support of the President’s Office and/or the District/campus initiatives, goals, and objectives including but not limited to receptions, welcome events, commencement, opening day, and investitures. Partners with District and campus departments and staff to organize, schedule, and execute assigned special events and projects. Identifies, negotiates, and contracts with external vendors, speakers, and/or other individual or organizational entities for services provided. Partners with internal and external departments and organizations to promote and market events throughout the District, campus, and local communities.

Assists President with Accreditation Team site visits including but not limited to site tours and meeting coordination and administrative support, as needed. Ensures compliance with accreditation requirements. May participate as a member of the campus accreditation team.

Budget and Fiscal Support

Tracks, monitors, and reconciles assigned budgets; reviews and verifies account activities, identifies errors or inconsistencies, and works with accounting to make appropriate adjustments. Performs routine accounting responsibilities related to Grants, HSI budget, assigned program budgets, and all budgets under the president’s control; prepares and generates accounting or budgeting reports, as directed.

Communication, Collaboration, and Coordination

Collaborates with the President’s executive team to support strategic initiatives, program reviews, and accreditation efforts. May assist with identifying and addressing gaps in business processes and areas of improvement across the organization and makes recommendations to improve the effectiveness in the decision-making process. Acts as a liaison between the President’s office and other college departments, as well as external organizations. Manages the President’s electronic communication systems, ensuring seamless interactions with internal and external stakeholders.

Support for Onboarding/Offboarding

Supports the President in managing the onboarding and offboarding processes for executive staff, with a focus on adhering to collective bargaining agreements. Provides guidance on interpreting and applying collective bargaining agreements in executive operations.

Technology and Process Improvement

Utilizes advanced technology for communication, data analysis, and presentation creation. Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Diversity, Equity, and Inclusion

Champions DEIA initiatives on behalf of the President’s office. Ensures that all department operations and interactions promote inclusivity and equity.

General

Performs other related duties that support the overall objective of the position.

Working Relationships

The incumbent engages and maintains contact with various District administrators, management, faculty, staff, students, vendors, government agencies and organizations, higher education institutions, the California State Chancellor’s Office, and the public.

Knowledge, Skills and Abilities

Knowledge: Comprehensive knowledge and understanding of the operational and strategic responsibilities of a College President. Knowledge and understanding of state and federal regulations affecting higher education, particularly in areas of reporting and compliance. Knowledge of the California Education Code related to the area of assignment. Knowledge and familiarity with accreditation processes, program reviews, and institutional planning. Advanced knowledge and understanding of DEIA principles and their application in higher education settings. Knowledge of computer systems, applications, and software programs and platforms such as Maxient and Banner. Knowledge of emerging technologies and communication tools relevant to higher education administration.

Skills: Excellent organizational and time management skills, with the ability to handle high-pressure situations. Advanced communication skills, both written and verbal, with the ability to draft, edit, and present complex materials. Data collection, analysis, reporting, and the use of technology to enhance office operations. Event planning and coordination skills, including the ability to manage logistics and details for meetings, workshops, and special events. Proficiency in computer software programs, applications, databases, and Enterprise Resource Planning Systems (ERP) systems; computer hardware and peripheral equipment related to the area of assignment.

Abilities: Ability to work independently, make informed decisions, and manage the day-to-day operations of the President’s office. Ability to work independently and collaboratively within a team environment. Ability to oversee and coordinate all aspects of board submissions, contractual agreements, and compliance reporting. Ability to collaborate effectively with internal and external partners to support strategic initiatives, program reviews, and accreditation processes. Ability to maintain confidentiality and manage sensitive information with the utmost discretion. Ability to support the President in advancing DEIA initiatives and ensuring a welcoming campus environment. Ability to support accreditation efforts, program reviews, and other institutional initiatives as needed. Ability to foster strong relationships with internal and external stakeholders, including board members and community partners. Ability to manage complex scheduling and logistics for high-level meetings and events. Ability to plan, organize, and prioritize workload to meet schedules and timelines. Ability to attend and participate in diversity, equity, and inclusion trainings and events. Ability to provide an inclusive and welcoming work/educational environment. Ability to demonstrate a 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. Ability to establish and maintain effective and cooperative working relationships.

Special Requirements, Licenses and Certifications

• Possession of or ability to possess a valid driver’s license based on the need related to the area of assignment if and when travel is required in the course of work.
• Travel may be required for various off-site meetings, trainings, conferences, and/or events in support of the overall objective of the position.
• This position requires a valid driver’s license. Incumbent may be required to travel off site for business reasons. All employees driving personal, leased, or district-owned vehicles for District related activities must certify possession of a valid Driver’s License. Employees must certify that personal vehicles are covered by automobile insurance as required by California law. (Administrative Procedure 7400, Section 4.0)
• If selected as a finalist and/or given an offer of employment for this position, you will be required to provide your valid Driver’s License information. Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.
• The award of all degrees 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 with degree posted (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this classification, the incumbent is regularly required to sit, walk, and/or stand, speak, or hear, both in person and by telephone. Use hands repetitively to perform fine/gross finger manipulation, handle, feel or operate standard office equipment; reach with hands and arms; and occasionally lift and carry up to 25 pounds, unassisted. Must frequently sit and/or stand for long periods of time; dexterity of hands and fingers to operate a variety of computer and office equipment. The incumbent may be required to bend at the waist, kneel and/or crouch; move about the college or District site(s). Specific vision abilities required by this job include close vision and the ability to adjust focus and view a variety of computer screens, printed documents, and instructions.

The incumbent may be required to work a flexible and varying work schedule based on the needs of the department, including evenings and weekends, as needed.

Mental Demands: While performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; use math/mathematical reasoning; perform highly detailed work under changing priorities and deadlines on multiple concurrent tasks; work with frequent interruptions, and interact with District and/or college faculty, staff, management, administrators, students, educational institutions, and others encountered in the course of work.

Minimum Qualifications

• Bachelor’s Degree in Business Administration, Office Management, or a related discipline required;
• AND Five (5) years of experience in an administrative support role, with at least three (3) years supporting executive-level management, preferably within an educational or public sector environment;
• Or, any combination of education and experience which would provide the required equivalent qualifications of the position. AND
• 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 this position.

Desirable Qualifications

• Extensive experience in higher education administration, particularly within a president’s office.
• Advanced proficiency in Microsoft Office Suite, project management software, and experience with board management software.
• Demonstrated experience fostering an inclusive and welcoming work or educational environment through equity-minded approaches in professional interactions with colleagues and students.
• Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position to address the needs of diverse student and/or employee populations.

Work Environment and Conditions

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The incumbent works under typical office conditions, and the noise level is usually quiet.

Working Conditions: Work is performed primarily indoors where minimal safety considerations exist. The incumbent may be subject to constant interruptions and frequent interaction with District and college personnel and the public. Specific vision abilities required by this job include close vision and the ability to adjust focus and view a variety of computer screens, printed documents, and instructions.

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions of the position.

North Orange County Community College District ( NOCCCD ) is committed to creating a diverse academic and workforce environment that encourages and fosters diversity, equity, inclusion, and equal opportunities for everyone. NOCCCD is focused on creating a welcoming culture to ensure students, faculty, management, and staff feel included, supported, and safe. NOCCCD looks for like-minded and inclusive individuals who represent the community’s diversity and demonstrate a sensitivity to the understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of those we represent. Our District community of professionals is devoted to enriching our students’ lives by bringing a variety of ways to engage and discover their individual and collective paths through education.

Office of Human Resources
1830 W. Romneya Drive
Anaheim, CA 92801
www.nocccd.edu