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Job ID: 168669

Executive Assistant (Lateral and Internal/External) (One or More Positions)
South Orange County Community College District


Date Posted Oct. 1, 2021
Title Executive Assistant (Lateral and Internal/External) (One or More Positions)
University South Orange County Community College District
South Orange County, CA, United States
Department Administration (SC-024-000)
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Administration - Other
 
 

Summary Description:
Under general direction from a college Vice President, performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an assigned college Vice President’s Office; and provides information and assistance to administration, academic and classified staff, students, and the general public.

Distinguishing Characteristics:
An incumbent in this classification independently performs a full range of highly responsible and complex executive support duties and confidential assistance, as well as secretarial and clerical duties, for assigned functions of a college Vice President’s Office. Incumbent at this level typically receive instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit and entire college.

Representative Duties:
The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:
Operational characteristics, services, and activities of the functions, programs, and operations of the assigned Vice President’s Office.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
Instructional process and college environment.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Work organization and office management principles and practices.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing.
Principles and procedures used in complex, inter-related record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation.
Statistical procedures and mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
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.

Ability to:
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Understand the organization and operation of the assigned Vice President’s Office as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform responsible and difficult executive assistant duties involving the use of independent judgment and personal initiative.
Oversee and participate in the management of the administrative functions and operations of the assigned office.
Establish, review, and revise office work priorities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
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.
Type or enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Participate in the preparation and administration of assigned budgets.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Implement and maintain filing systems.
Independently compose and prepare correspondence and memoranda.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Plan and organize work to meet schedules and changing deadlines.
Work within the policies, functions, and requirements of area of assignment.
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.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:
Equivalent to two years of college level course work in public administration, business administration, secretarial science, or a related field.

Experience:
Five years of increasingly responsible experience as an administrative assistant or office coordinator, preferably in an administrative or executive office of a public agency or in an educational environment, including two years of experience in a lead or supervisory capacity.


 
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