Senior Administrative Assistant, Administrative Services

Antelope Valley College; Del Sur (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Antelope Valley College in California seeks a senior administrative assistant to provide complex secretarial support to the head of a major district-wide activity. You will manage daily operations, coordinate communications, and prepare materials for meetings.

The role involves handling confidential personnel information, data analysis for negotiations, and supervising office workflow to ensure timely responses to students and the public.

Qualifications

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Ability to handle confidential information.

Responsibilities

• Organizes and manages day-to-day activities of the administrator's office to assure efficient operations.
• Performs complex administrative duties requiring extensive knowledge of educational administration.
• Researches and analyzes data related to employee grievances and negotiations proposals.
• Represents the office of the administrator and handles inquiries from students, agencies, and the public.

Skills

Organization

Communication

Interpersonal skills

Time management

Education

High school diploma with college coursework in business/secretarial

Job description

DESCRIPTION

Under the direction of an Assistant Superintendent/Vice President,provides complex secretarial and administrative support to the headof a major functional District-wide activity; manages the dailyoperations of the assigned office; plans, organizes, coordinate,and participates in activities specific to the administrator'sassigned areas of responsibility; gathers, researches, provides orhandles documents, data or information related to employeegrievances,employer’s bargaining positions and negotiationsproposals. Performs other related responsibilities as may beassigned.

REPRESENTATIVE DUTIES

E = indicates essential duties of the position

• Organizes and manages the day-to-day activities of theadministrator's office to assure efficient and effective officeoperations; coordinates communications; performs complex duties toassist the administrator with detail. (E)
• Performs complex and responsible administrative assistanceduties requiring specialized and extensive knowledge of an assignedarea of educational administration. (E)
• Conducts independent research and analysis in order to completespecial and unique projects on behalf of the administrator,including data or information related to employee grievances,employer’s bargaining and negotiations proposals. (E)
• Represents the office of the assigned AssistantSuperintendent/Vice President and the College and handle situationsas they arise from students, outside agencies, and the generalpublic. (E)
• Handles conflicts, complaints, issues, and grievances fromstudents, other departmental personnel, and the general publicbased upon the application of rules, policies, regulations,precedence, and common sense. (E)
• Coordinates a variety of systems, projects, organizations, andevents on and off campus. (E)
• Performs specialized administrative and project tasks that arespecific to the division worked in, i.e. workers compensation,student violations of Student Code of Conduct, annuity program,insurance claims, etc. (E)
• Works closely with Human Resources on confidential personnelissues, recruitment, and equivalencies, as required. (E)
• Conducts a variety of assignments for the Board of Trustees andExecutive Council members, which involve conducting research,analysis, and preparation of specific reports, including data orinformation related to employee grievances, employer’s bargainingand negotiations proposals; prepares agenda items and distributesrelated materials. (E)
• Receives and transcribes dictation of letters and memoranda,including material of a confidential nature; preparescorrespondence and memoranda independently or from oralinstructions. (E)
• Types a wide variety of materials including correspondence,reports, forms, applications, memoranda, letters of recommendationand other documents. (E)
• Greets visitors and answers telephones; screens calls andvisitors to conserve the administrator's time; initiates calls andfollows up with appropriate parties for timely completion ofrequests; orders and maintains supplies; organizes and establishesfiling and record-keeping systems; opens, sorts and distributesmail to appropriate parties; maintains administrator's calendar;and arranges travel accommodations as necessary.
• Provides information and answers questions from students,District personnel and the general public regarding Districtprograms, policies, procedures, regulations, and State, Federal,and local rules and regulations. (E)
• Maintains a variety of complex files and records; maintainsbudget and other financial records; records expenditures, transfersfunds and maintains current account balances. (E)
• Provides administrative and secretarial support for committees,task forces and other special groups within assigned functionalareas; schedules and attends meetings; prepares agendas and minutesand maintains related records. (E)
• Compiles information and data for reports and assists in thepreparation of statistical and narrative reports; conducts researchas required, including data or information related to employeegrievances, employer’s bargaining and negotiations proposals.(E)
• Inspects documents, forms, records and other materials foraccuracy and completeness; processes a variety of forms anddocuments according to established procedures; ensures conformanceto established guidelines and standards. (E)
• Takes and transcribes minutes and distributes to appropriatepersonnel. (E)
• Maintains confidentiality of records and information, includinginformation regarding Board, District, personnel, student,collective bargaining or controversial matters. (E)
• Composes correspondence independently; determines appropriateformat and presentation; develops and revises forms. (E)
• Operates a variety of office equipment including computer,calculator, copy machine and dictation equipment; inputs andretrieves computerized data; and utilizes word processing, databaseand spreadsheet software. (E)
• Coordinates communication and activities with other Districtdepartments and personnel, students, educational institutions,vendors, other outside organizations and the public. (E)
• Performs other related responsibilities as may beassigned.

EDUCATION AND EXPERIENCE

: Any combination equivalent to:graduation from high school supplemented by college-level coursework in business, secretarial science or related field and fouryears increasingly responsible secretarial and clerical experienceinvolving frequent public contact.

KNOWLEDGE OF:

• Organization, policies and procedures of an assigned area of educational administration.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation andvocabulary.
• District organization, operations, policies andobjectives.
• Oral and written communication skills.
• Applicable sections of State Education Code and otherapplicable laws.
• Interpersonal skills using tact, patience and courtesy.