Executive Assistant to the Chancellor

Definition

Performs a variety of highly responsible and confidential administrative support duties for the members of the Board of Trustees (BOT). An incumbent is required to use a considerable degree of independence, discretion, and tact, and exercise sound judgement in the performance of duties.

Typical Duties

Assists members of the BOT by assuming responsibility for administrative details involving a combination of the following duties:

Explains and provides information regarding BOT rules, actions, regulations, policies, procedures, and precedents to staff, representatives of other agencies, and the public.

Acts as a liaison between members of the BOT and District administrative staff on matters related to the status of information requests, the scheduling of meetings and events, and the coordination of other staff/BOT activities.

Attends meetings of the BOT’s throughout the District to coordinate set-up, recording equipment, take roll calls, attend to requests from the public, and provide administrative assistance to Board members.

Screens telephone calls and visitors to the BOT Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.

Prepares and edits resolutions, and correspondence, agendas, memoranda, reports, and other related materials using a variety of software applications.

Keeps members of the BOT apprised of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.

Posts official notices of meetings in accordance with applicable laws and regulations.

Receives office mail and reviews items for nature of business and urgency; directs items to members of the BOT and/or appropriate staff or personally responds to routine matters.

Distributes public documents such as meeting agenda, speakers’ lists, and meeting minutes to District staff and other interested parties.

Assembles meeting materials for members of the BOT.

Provides members of the BOT with information on rules, regulations, parliamentary procedures, and customs regarding the conduct of BOT and committee meetings.

Accurately prepares or edits prepared minutes for regular and special meetings of the BOT and its committees and oversees their distribution.

Establishes and maintains the clerical processing and procedures of the BOT Office

Searches records, compiles, and organizes a wide variety of information requested by members of the BOT.

Schedules appointments, meetings, and other commitments for individual members of the BOT.

Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.

Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.

Maintains business files for individual members of the BOT.

Contacts public agencies, public officials, and members of the public on behalf of the members of the BOT.

Submits a statement of Board appointment(s) to the Secretary of State when new appointments are made.

Assists in orienting new members of the BOT by providing information on Board meetings and the business practices, procedures, and activities of the Office.

Assists in the training and provides guidance to the student member of the BOT in the protocol of BOT membership and basic business practices and procedures.

Prepares and processes accounting, budgeting, and purchasing documents related to operations and activities of the BOT Office.

Maintains the time-keeping records of the members of the BOT.

Makes transportation, hotel, business and social arrangements for members of the BOT traveling on District business and prepares and processes expense reimbursement claims for members of the BOT.

Processes room requests for the Board and Hearing rooms and provides assistance to the attendees on an as-needed basis.

Supervises and trains the clerical staff assigned to the BOT Office.

Performs related duties as assigned.

Supervision

General supervision is received from the Chief of Staff or their designee. Functional supervision is received from the President of the Board of Trustees. Work direction is provided to clerical staff assigned …