State Center Community College District
Executive Assistant to the President (Confidential)
State Center Community College District, Fresno, California, United States, 93650
Executive Assistant to the President (Confidential)
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Executive Assistant to the President (Confidential)
role at
State Center Community College District
General Purpose Under general supervision, perform executive-level administrative support to a College President; serves as the first point of contact and oversees and administers operations of the Office of the President; interprets and explains policies; performs research and oversees small administrative projects; performs budget development and tracking activities; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned.
Essential Duties and Responsibilities
Provides clerical and administrative support to the Office of the President; composes and prepares a wide variety of finished documents, which may include confidential correspondence and other material for signature by the President; prepares and maintains records for periodic or special reports and presentations; drafts President's Cabinet and Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete.
Relieves the President of administrative details by disseminating information and requests and taking follow‑up action; keeps the President informed of pertinent matters and may attend meetings with the President to obtain information as assigned; assists in ensuring the implementation and completion of projects; implements new and improved processes and systems.
Serves as a clearinghouse for communications with District, college and community members and the public; prioritizes calls and requests; independently responds to visitors, phone calls, correspondence and email inquiries; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to the President or appropriate staff and/or takes or recommends actions to resolve issues.
Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts.
Researches and gathers background materials and documents needed to brief the President, drafts recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to the President for review.
Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes.
Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
Monitors multiple budgets from a variety of funding sources; tracks requests for payments and purchase orders; reviews travel and conference expense forms; participates in program evaluation and grant administration functions including basic grant writing, collecting program data and generating performance reports.
Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains college records and data on Board web pages.
Provides input in selecting, training and providing day‑to‑day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
Provides input to the supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
Coordinates personnel processes including for hiring and evaluation purposes; ensures accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity‑minded practices within the District.
Other Duties
Provides backup for other departments or division office administrative support staff.
Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions and conferences.
Evaluates, enhances and documents office workflow, program operations, policies and procedures.
Orders and replenishes an inventory of office materials and supplies.
Represents the District on internal committees and task forces and with external groups and organizations.
Performs related duties as assigned.
Employment Standards / Minimum Qualifications Knowledge Of Office administrative and management practices and procedures.
Advanced principles, practices and techniques used in customer service, public relations and community outreach.
Principles and practices of conflict resolution and crisis management.
Methods, practices, procedures and requirements for drafting a wide 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 and procedures.
District and college organization, program goals, objectives, policies, procedures and practices.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
District payroll and general accounting systems operations, practices and procedures.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
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Executive Assistant to the President (Confidential)
role at
State Center Community College District
General Purpose Under general supervision, perform executive-level administrative support to a College President; serves as the first point of contact and oversees and administers operations of the Office of the President; interprets and explains policies; performs research and oversees small administrative projects; performs budget development and tracking activities; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned.
Essential Duties and Responsibilities
Provides clerical and administrative support to the Office of the President; composes and prepares a wide variety of finished documents, which may include confidential correspondence and other material for signature by the President; prepares and maintains records for periodic or special reports and presentations; drafts President's Cabinet and Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete.
Relieves the President of administrative details by disseminating information and requests and taking follow‑up action; keeps the President informed of pertinent matters and may attend meetings with the President to obtain information as assigned; assists in ensuring the implementation and completion of projects; implements new and improved processes and systems.
Serves as a clearinghouse for communications with District, college and community members and the public; prioritizes calls and requests; independently responds to visitors, phone calls, correspondence and email inquiries; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to the President or appropriate staff and/or takes or recommends actions to resolve issues.
Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts.
Researches and gathers background materials and documents needed to brief the President, drafts recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to the President for review.
Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes.
Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
Monitors multiple budgets from a variety of funding sources; tracks requests for payments and purchase orders; reviews travel and conference expense forms; participates in program evaluation and grant administration functions including basic grant writing, collecting program data and generating performance reports.
Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains college records and data on Board web pages.
Provides input in selecting, training and providing day‑to‑day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
Provides input to the supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
Coordinates personnel processes including for hiring and evaluation purposes; ensures accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity‑minded practices within the District.
Other Duties
Provides backup for other departments or division office administrative support staff.
Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions and conferences.
Evaluates, enhances and documents office workflow, program operations, policies and procedures.
Orders and replenishes an inventory of office materials and supplies.
Represents the District on internal committees and task forces and with external groups and organizations.
Performs related duties as assigned.
Employment Standards / Minimum Qualifications Knowledge Of Office administrative and management practices and procedures.
Advanced principles, practices and techniques used in customer service, public relations and community outreach.
Principles and practices of conflict resolution and crisis management.
Methods, practices, procedures and requirements for drafting a wide 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 and procedures.
District and college organization, program goals, objectives, policies, procedures and practices.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
District payroll and general accounting systems operations, practices and procedures.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
#J-18808-Ljbffr