TEMPORARY Executive Assistant to the Vice Chancellor (Confidential)

State Center Community College District; Fresno (CA); On-site; USD 51,000 - 63,000; Full time

Job summary

State Center Community College District is seeking a Temporary Executive Assistant to support the Vice Chancellor with executive-level administrative tasks, scheduling, and document preparation.

The role handles confidential personnel matters, assists in budget tracking and grant data, coordinates committee work, and interfaces with the Chancellor’s Office and Board of Trustees. Strong organizational and communication skills are essential.

Qualifications

• Proven ability to draft memoranda, reports and board materials.
• Experience handling confidential information and complex scheduling.
• Familiarity with district policies, regulations and governing documents.

Responsibilities

• Provides executive administrative support to a Vice Chancellor and prepares documents and reports.
• Manages calendars, meetings and minutes; supports committees and board processes.
• Supports budget development, purchasing workflows and grant data as needed.
• Ensures materials for signature are accurate and complete.

Skills

Office administration

Customer service

Public relations

Document drafting

Scheduling

Research

Brown Act knowledge

Budgeting basics

Education

Associate degree in a related field

Bachelor’s degree desirable

Tools

Scanners

Phone systems

Computers/Office software

Spreadsheets

Job description

TEMPORARY Executive Assistant to the Vice Chancellor(Confidential)

Salary: $37.53 - $46.16 Hourly

Location: Districtwide, CA

Job Type: Provisional (Vacant Position Only)

Division: DO Personnel Commission

Job Number: 202600002-T

Closing: 10/30/2026 11:59 PM Pacific

General Purpose

Under general supervision, performs executive level administrativesupport to a Vice Chancellor; creates and maintains documents,reports, records and files required for work processes; performsresearch and oversees small administrative projects; assists inbudget development and tracking; performs complex scheduling andcalendaring; staffs committees; takes and posts agendas andminutes; regularly interacts with the Chancellor's Office, Board ofTrustees and elected officials; coordinates event logistics; andperforms related duties as assigned.

Essential Duties & Responsibilities

• Provides clerical and administrative support to a ViceChancellor; composes and prepares memoranda, correspondence,division reports, presentations, spreadsheets, forms and otherdocuments, often of a highly sensitive and confidential nature;drafts Board of Trustee documents and reports; proofreads andchecks typed and other materials for accuracy, completeness andcompliance with District standards, policies and procedures;ensures materials, contracts, reports and documents for signatureare accurate and complete.
• Drafts for review, types and/or transcribes highly confidentialinformation regarding personnel matters, labor relations,controversial issues, individuals and/or projects withDistrict-wide implications; renders confidential assistance toother executives as necessary.
• Screens and/or independently responds to visitors, phone calls,correspondence and email inquiries regarding a variety of matters;provides information and handles issues that may requiresensitivity, tact and independent judgment over the phone, inperson and online; prioritizes requests and facilitates thecompletion of action items and the flow of information; researchesrequests or complaints and refers matters to appropriate staffand/or takes or recommends action to resolve issue.
• Acts as liaison in scheduling meetings and conferences withother Cabinet members, College leadership, District students andstaff, committees, elected officials and the public; maintains avariety of calendars; tracks pending matters and contracts.
• Researches and gathers background materials and documentsneeded to draft recommendations and reports for committees, thePersonnel Commission and the Board of Trustees; researches bestpractices, prior actions, student data and financial informationand forwards to executive for review.
• Attends and provides administrative support to a variety ofcommittees and other District meetings; participates in thepreparation of the agenda, presentations and meeting packets; maytake verbatim meeting notes or transcribe recordings; keeps minutesand records of assigned committees in accordance with the BrownAct; maintains committee records and disseminates and tracks allformal actions and outcomes.
• Organizes, maintains and updates confidential, specialized andtechnical files, documents and records including departmentpersonnel records; creates and maintains electronic and physicalfiling systems.
• Creates and maintains spreadsheets and databases; reviews,submits and tracks requests for payments and purchase orders;reviews travel and conference expense forms; monitors multiplebudgets from a variety of funding sources; participates in grantadministration functions including basic grant writing, collectingprogram data and generating performance reports.
• Reviews incoming documents and Board reports for accuracy andcompliance with applicable laws, rules and procedures; assists inthe preparation and posting of Board agendas, recommendations,documents and minutes; may attend Board meetings and take minutes;updates and maintains records and data on Board web pages.
• Provides input in selecting, training and providing day-to-daylead work guidance and direction to other staff; assigns, schedulesand monitors work for completeness, accuracy and conformance withDistrict, department and legal/regulatory requirements andstandards; monitors workflow to ensure that mandated deadlines arebeing met in an optimal manner; provides information, instructionand training on work procedures and technical/legal/regulatoryrequirements.
• Provides input to supervisor on employee work performance andbehaviors; assists in ensuring a fair, open and inclusive workenvironment in accordance with the District's mission, goals andvalues.
• Coordinates personnel processes for hiring and evaluationpurposes; ensures the accuracy of time cards and payroll processes;coordinates the timely resolution of employee grievance anddiscipline processes.
• Demonstrates sensitivity to and understanding of historicallyminoritized groups and participates in professional developmentactivities to increase cultural competency to enhance equity-mindedpractices within the District.

OTHER DUTIES

• Provides backup for other departments or division officeadministrative support staff.
• Evaluates, enhances and documents office workflow, programoperations, policies and procedures.
• Organizes a variety of formal and informal meetings and eventsincluding tours, receptions and conferences.
• Maintains records and issues District office keys toemployees.
• Orders and replenishes an inventory of office materials andsupplies.
• Represents the District on internal committees and task forcesand with external groups and organizations.
• Performs related duties as assigned.

Employment Standards / Minimum Qualifications

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Office administrative and management practices andprocedures.
• Advanced principles, practices and techniques used in customerservice, public relations and community outreach.
• Methods, practices, procedures and requirements for drafting awide variety of documents, reports, presentations, contracts,regulations and other policies.
• Basic research and analysis techniques.
• Provisions of the Brown Act and the Public Records Act.
• Bookkeeping and elementary accounting practices andprocedures.
• District and College services, program goals, objectives,policies, procedures and practices.
• District student recordkeeping practices and procedures forprocessing student information and interpreting input and outputdata.
• District payroll and general accounting systems operations,practices and procedures.
• Practices and techniques of sound business communication;correct English usage, including spelling, grammar andpunctuation.
• District policies, procedures and rules regarding budgeting,purchasing and travel/training and expense reporting.
• Applicable sections of the California Education Code.
• Applicable federal, state and local laws, rules andregulations.
• Safety policies and safe work practices applicable to theassignment.
• Basic principles and practices of employee work guidance anddirection.
• Personnel Commission Rules, Board Policies, AdministrativeRegulations, Human Resources procedures and collective bargainingagreements.
• Uses and operations of scanners, phone systems, computers,standard business software, and database and spreadsheetapplications.

Skills and Abilities to:

• Assign and review the work of assigned staff.
• Manage multiple and rapidly changing priorities to meet the needs and expectations of the Vice Chancellor and other Districtand college executives, Board of Trustees members, state officialsand other constituencies.
• Communicate information accurately and effectively; understandrequests for information or assistance; maintain a courteous andtactful manner when under pressure or in an antagonisticsituation.
• Compose clear, concise and comprehensive analyses,correspondence, reports, studies, agreements, presentations andother written materials from brief instructions.
• Track and report statistical information utilizing complexspreadsheets and databases.
• Perform mathematical calculations; assist in monitoringdepartmental budgets.
• Analyze problems, evaluate alternatives and recommend or adopteffective courses of action in accordance with established policiesand procedures.
• Set priorities and exercise sound judgment within areas ofresponsibility.
• Understand, interpret, explain and apply applicable laws,codes, regulations, policies and procedures.
• Maintain confidentiality of District and student files andrecords.
• Effectively engage and support historically minoritized groupsby addressing issues of equity and improving culturally responsiveservice-oriented practices.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Type accurately at a speed necessary to meet the requirementsof the position.
• Represent the District effectively in dealing with students,District leadership, community groups and elected officials.
• Exercise tact and diplomacy in dealing with sensitive, complexand confidential District and student issues and situations.
• Establish and maintain effective working relationships with allthose encountered in the course of work.

EDUCATION AND EXPERIENCE

Graduation from an accredited community college with an associatedegree, and at least five years of progressively responsibleadministrative support experience, at least two of which weresupporting a department head or higher; or an equivalentcombination of training and experience.

A bachelor's degree is highly desirable.

LICENSES, CERTIFICATES AND OTHERREQUIREMENTS

Certain assignments may require a California driver's license andthe ability to maintain insurability under the Districts vehicleinsurance program.

Some assignments in this class require a current active certificateas a Notary Public issued by the California Secretary ofState.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representativeof those that must be met by employees to successfully perform theessential functions of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Physical Demands

While performing the duties of this class, employees are regularlyrequired to sit; talk or hear, in person and by telephone; usehands repetitively to finger, handle, feel or operate standardoffice equipment; and reach with hands and arms. Employees arefrequently required to walk and stand; and lift up to 10 pounds andoccasionally up to 25 pounds.

Specific vision abilities required by this job include close visionand the ability to adjust focus.

Mental Demands

While performing the duties of this class, employees are regularlyrequired to use written and oral communication skills; read andinterpret data, information and documents; analyze and solveproblems; observe and interpret situations; learn and apply newinformation or skills; perform highly detailed work; work onmultiple, concurrent tasks; work with frequent interruptions; workunder intensive deadlines; and interact with District managers,staff, the public and others encountered in the course ofwork.

WORKING ENVIRONMENT

The work environment characteristics described here arerepresentative of those an employee encounters while performing theessential duties of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Employees work under typical office conditions, and the noise levelis usually quiet.

The employee may be required to travel to locations other thanassigned work site and to adjust to work schedule changes andrequirements to work overtime.

Assessment Process

Assessment Process:

Only the most qualified applicants will be invited tointerview for the assignment.