Job Description

 

Job Description

 

*Please note that the full salary range for the position can be found here, the salary listed on posting is reflective of anticipated starting salary:

Confidential-Supervisory Effective 2024-07-01 Board Approved 2024-06-13.xlsx (sbccd.edu) (Download PDF reader)  

Recruitment Timeline (DATES SUBJECT TO CHANGE)

• October 18, 2024: Applications Open
• Week of December 9th, 2024: Position Testing
• Week of January 7th, 2025: 1st Level Interviews 
• Week of January 13th, 2025: 2nd Level Interviews 

 

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job; however, any additional duties will be reasonably related to this class. 

 

SUMMARY DESCRIPTION 

Under general direction, performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an executive-level manager; processes administrative details not requiring the immediate attention of the executive including the coordination of functions, communication of policy, researching information, the preparation of reports, and other administrative tasks. The senior executive administrative assistant classification provides responsible administrative support to an executive-level manager. The duties of the senior executive administrative assistant involve a wide variety of diverse, complex, and sensitive/confidential administrative and secretarial tasks, requiring a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and to relieve the executive of various administrative duties and may provide work direction, supervision, and guidance to clerical personnel assigned to the area. 

 

REPRESENTATIVE DUTIES 

The following duties are typical for this classification. 

1. Serves as senior executive administrative assistant to an executive-level manager; participates and assists in the administration of the executive’s office, providing relief from a variety of technical and administrative duties; serves frequently as a liaison between the executive and the public, students, staff, and other campus/district officials; promotes and maintains positive staff, student, and community relations; exercises judgment, diplomacy, and discretion in handling matters of a difficult and sensitive nature. 
2. Assists the executive in meeting reporting requirements, functional responsibilities, and research objectives; assists in organizing programs, functions, and activities promoted by the district, college, or program area. 
3. Serves as receptionist for the executive’s office; screens office and telephone callers; responds to sensitive questions, complaints, and requests for information from administrative, management, academic, and/or classified staff and the general public; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary. 
4. Plans and organizes office support functions for the executive’s office; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; recommends improvements in work flow, procedures, and use of equipment and forms; reviews, updates, and informs the executive and others of essential timelines; discusses and reviews calendar of events on a regular basis with the executive to assure timely coordination of office activities and status of assigned projects; develops schedules related to assigned activities and services. 
5. Assists in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized computer formats for division reports and publications; establishes new and revised office procedures as appropriate. 
6. Utilizes technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinates and arranges meetings; coordinates activities with other departments; makes travel arrangements for assigned staff; processes conference reimbursement and other requests. 
7. Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, recommendations, and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures. 
8. Coordinates and oversees specialized functions or projects independently as assigned; coordinates a variety of special events and district-wide activities for the executive; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate. 
9. Responsible for compiling and coordinating the submission of board agenda items and supporting documentation for assigned area; reviews board books to assure information is accurate. 
10. Serves as liaison between senior level executive staff, administrative and management staff, academic and classified staff, students, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or Program area policies and procedures, or referring callers to the administrator or others as necessary. 
11. Assists in the preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to the executive for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions. 
12. Recommends expenditures for office equipment, materials, and supplies; initiates contact with vendors for various products and services and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; posts, monitors, and tracks invoices and other expenditures. 
13. Provides staff support to standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate. 
14. Takes and transcribes dictation of sensitive/confidential materials; prepares a variety of correspondence, memoranda, reports, proposals, and other materials; composes and edits correspondence; records and prepares minutes from a variety of meetings; distributes materials as appropriate. 
15. Composes correspondence independently; prepares preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff grievances and complaints, for the executive’s approval. 
16. Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials. 
17. Maintainsspecial confidential correspondence and administrative files. Has access to confidential documents, subpoenas received in person or by mail compilation of bargaining unit agreements and contracts, Skelly hearings, privy to confidential information that is discussed at the Chancellor’s Executive Cabinet. 
18. Receives and distributes mail and identifies and refers matters to the executive in order of priority. 
19. Utilizes various computer applications and software packages; enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system. 
20. Performs related duties as required. 

 

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. 

Knowledge of:

• District organization, operations, policies, and objectives.
• Operational characteristics, services, and activities of the functions, programs, and operations of the executive’s office. 
• Work organization and office management principles and practices. 
• Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code. 
• Instructional process and college environment. 
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
• Processes, procedures, and practices of budget preparation and administration. 
• Principles, practices, and procedures of business letter writing. 
• Principles, practices, and procedures of fiscal, statistical, and administrative research and report preparation. 
• Principles and procedures used in complex, inter-related record keeping. 
• Principles and practices used to establish and maintain files and information retrieval systems. 
• Interpersonal skills using tact, patience, and courtesy. 
• Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers. 
• English usage, grammar, spelling, punctuation, and vocabulary. 
• Oral and written communication skills.

 

Ability to: 

• Perform difficult and complex administrative and secretarial work to effectively relieve the executive of administrative detail. 
• Perform specialized, technical, and administrative support duties involving the use of a high level of independent judgment and personal initiative. 
• Understand the organization and operation of the executive’s office as necessary to assume assigned responsibilities. 
• Understand, interpret, apply, and explain applicable rules, regulations, policies, and procedures independently, apply them with good judgment, and use judgment and discretion to act when precedents do not exist. 
• Effectively handle and resolve difficult and sensitive situations. 
• Manage multiple priorities and tasks to meet changing schedules and deadlines. 
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. 
• Prepare a variety of clear and concise administrative and financial reports. 
• Independently compose and prepare correspondence and memoranda. 
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. 
• Adapt to changing technologies and learn functionality of new equipment and systems. 
• Type at a rate of speed necessary for successful job performance. 
• Take and transcribe dictation at a rate of speed necessary for successful job performance. 
• Use sound judgment in recognizing scope of authority. 
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. 
• Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public. 
• Use correct English usage, grammar, spelling, punctuation, and vocabulary. 
• Make arithmetic calculations quickly and accurately. 
• Understand and follow oral and written directions. 
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 
• Work independently with very little or no direction. 
• Demonstrate a sensitivity to, and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students and personnel, including those with physical or learning disabilities. 
• Communicate clearly and concisely, both orally and in writing. 
• Establish and maintain effective working relationships with those contacted in the course of work.

 

Qualifications

 

Education/Training: 

• A Bachelor’s Degree that includes coursework in business administrator, office management, research and writing or related field. 
• An Associate’s degree that includes coursework in business administrator, office management, research and writing or related field, with eight (8) years of experience may be substituted for the Bachelor’s Degree.

 

Required Experience: 

• Six (6) years of increasingly responsible secretarial experience involving a high level of public contact, use of computer and office applications, and providing secretarial support to executive and management staff, preferably in an administrative office in an educational environment.

Desired Qualifications:

1) 2 years experience supporting committees or high level meetings (scheduling meetings, preparing agendas, taking minutes, maintaining records, meeting logistics).

2) 2 years experience processing purchase requisitions/orders.

3) Advanced proficiency in Office 365, Powerpoint, Word, Excel
 
4) 2 years experience event planning/coordination

 

Physical Demands and Working Environment

 

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals. 

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. 

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. 

Hearing: Hear in the normal audio range with or without correction

 

Employment Requirements

 

The person selected for hire will be required to complete the following pre-employment requirements:

• Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.
• Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)
• Tuberculosis (TB) risk assessment
• Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).

 

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District’s Administrative Procedures and Board Policies.

 

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