Direct Appointment Executive Assistant to the Vice President of Instruction

Location: Woodland Community College - Woodland, CA

Job Description:
BASIC FUNCTION: Serves as the confidential executive assistant to the Vice President of the College, relieving the Vice President of a variety of complex administrative details; independently prepare reports, coordinate functions, communicate department policy and other administrative tasks.

DISTINGUISHING CHARACTERISTICS: The Executive Assistant to the Vice President assists in providing support for the leadship of the educational programs of the College and contributes to the executive management of the College.

Essential Duties Summary:REPRESENTATIVE DUTIES:
Independently provide executive administrative support to a Vice President, relieving the administrator of a variety of technical and administrative duties; serve as a liaison between the Vice President and the public, students, staff and other campus officials; maintain specialized knowledge of an assigned area of educational administration.

Initiate and answer telephone calls; screen and direct visitors and calls to appropriate personnel, schedules and confirms appointments and maintains the Vice President’s calendar.

Coordinate, process and manage travel arrangements for the Vice President, faculty and others, to include conference registration and hotel.

Organize, coordinate and manage various departmental activities, projects and functions as directed.

Provide information and assistance in person or by telephone regarding programs, policies and procedures to faculty, staff, administrators, students and the general public.

Assist in annual budget preparations; maintain current college instructional program and state funded budget accounts; monitor budget expenditures.

Assist the Vice President in review, development and/or recommend changes of program policies and procedures.

Gather, research and compile complex statistical information for budget preparation and for preparation of narrative reports for such items as program and curriculum review, handles grant and state reporting.

Coordinate communication and activities with other College and District departments and personnel, students, educational institutions, vendors, other outside organizations and the public.

Establish and maintain a variety of complex files and records.

Prepares agenda items for meetings; attends meetings, records minutes, prepares minutes for distribution and maintains records; reviews and proofs documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; maintains confidentiality of the District’s negotiations with the collective bargaining units of the District.

Acts as a key contact for student issues/complaints; solves problems, makes contacts for students, and routes students through the appropriate channels.

Remain current concerning problems, situations, and conditions of special interest to the Vice President, President and other College administration. Exercise independent judgment concerning matters requiring the Vice President’s attention to assure timely action. Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts budget sheets and memoranda (independently, notes and/or oral instructions), maintaining confidentiality.

Assist the Vice President in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs. Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Vice President in personal and telephone contacts and meetings. Provide work direction and guidance to others as assigned. Perform related duties as assigned.

KNOWLEDGE OF:
Programs under the direction of the Vice President.

District organization, operations, policies and objectives.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Telephone techniques and etiquette.

Organization, policies and rules of assigned administrative office.

Modern office practices, procedures and equipment.

Statistical, financial and narrative record-keeping techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Public relations techniques.

Modern office practices, procedures and equipment.

ABILITY TO:
Maintain high level of confidentiality. Independently pri…