Executive Assistant to the Assistant Superintendent/Vice President (Confidential)

Basic Functions

Reports to, receives direction from and performs a full range of complex confidential, administrative and clerical functions in support of the Assistant Superintendent/Vice President (Student Affairs). Plans; coordinates and implements on-going operations and activities to assure the efficient and effective operations of the assigned office; and values and promotes the mission and vision of the college.

This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term “Confidential” refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.

DISTINGUISHING CHARACTERISTICS:
The Executive Assistant to the Assistant Superintendent/Vice President classification provides primary, confidential and complex administrative support to an Assistant Superintendent/Vice President. Incumbents require thorough knowledge of division organization, operations, policies and procedures.

Representative Duties

ESSENTIAL DUTIES:
Serves as confidential administrative support to an Assistant Superintendent/Vice President.

Serves as liaison between the Assistant Superintendent/Vice President and Executive Cabinet members, administrators, faculty, classified staff, students, vendors/contractors and the general public. In the absence of the administrator, makes decisions, when appropriate, on matters that require immediate attention.

Attends negotiation sessions, records and distributes minutes for each negotiation session; prepares closed session materials and open session board items in relation to labor negotiations; prepares article revisions, tentative agreements, MOUs; and prepares final updated version of collective bargaining agreement for approval by the Board of Trustees.

Ensures proper and timely reproduction and distribution of collective bargaining agreement; retains, organizes and maintains the confidentiality of all materials related to the negotiation process.

Performs tasks including but not limited to maintaining calendars, schedules and appointments, transcribing, reviewing and screening incoming correspondence and communications and refers matters to the administrator in order of priority.

Responds to inquiries from office visitors and/or phone calls; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.

Prepares required documentation for conference and travel requirements.

Composes, independently or in accordance with general instructions, correspondence presentations concerning a wide range of subjects; reviews, types, duplicates and distributes outgoing correspondence and other materials for consistency with policies, regulations, operational procedures, formatting, grammatical construction and punctuation. 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

Ensures compliance with any required federal, state, and local statutes and regulations.

Maintains and assists with updating District plans, as appropriate for division. Develops, organizes and maintains a variety of complex filing systems; updates resource materials/guides, and maintains departmental procedure manuals.

Utilizes various computer applications and software packages; enters, updates, corrects and extracts information; maintains and generates reports, graphs and charts from database or network system.

Assists with the planning and organization of the administrative office support functions; assists administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; reviews, updates, and informs supervisor of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to assure timely coordination of office activities and status of assigned projects; develops schedule…