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Job ID: 106203

Administrative Assistant to the Vice President
Coast Community College District


Date Posted Apr. 27, 2018
Title Administrative Assistant to the Vice President
University Coast Community College District
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
  • Costa Mesa, CA
    United States
 
  • Classified Staff
  • Administrative Support/Services
 
 
Under the direction of a Vice President, perform a variety of complex secretarial and administrative assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize the day­-to-­day office activities and coordinate communications, correspondence, meetings, public relations and information for the Vice President.
 
DISTINGUISHING CHARACTERISTICS: The Administrative Assistant to the Vice President provides complex administrative assistant services as the direct support to the Vice President and the coordination of the day-­to-­day operations and special projects of the office of a Vice President. This classification requires thorough knowledge of a specialized administrative wing and College organization, operations, policies and procedures.
 
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:     
* Perform a variety of complex secretarial and administrative assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize office activities for the Vice President; provide technical input to the Vice President concerning administrative time lines and priorities; assure smooth and efficient office operations, and proper and timely completion of projects and activities.     
* Serve as primary secretary to the Vice President; coordinate communications, public relations and information for the Vice President; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule, coordinate, arrange, prepare for and distribute information concerning appointments, conferences, meetings, special events and other activities.     
* Receive visitors, including administrators, staff, faculty and the public; provide information or direction to appropriate staff; evaluate and exercise independent judgment in resolving a variety of complex issues and conflicts; refer difficult issues to the administrator as needed; provide detailed and technical information concerning operations, activities, programs, services, laws, codes, time lines, priorities, processes, regulations, policies and procedures.     
* Prepare correspondence independently on a variety of matters; compose and type a variety of materials such as inter­office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, publications, official correspondence, notices and proposals; compile, assemble and produce instructional schedules and publications as assigned; review, revise, edit, format and proofread a variety of complex documents and information.     
* Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for a variety of other administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes.     
* Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents; compile, prepare and assemble a variety of packets and administrative information as needed.     
* Perform specialized technical and administrative work requiring independent analysis of complex administrative, academic, business and student programs, services and activities; serve as a liaison and coordinate communications between the Vice President's office and other departments, outside agencies and others regarding division or department activities; assist the Vice President with coordinating personnel, projects and activities.     
* Perform a variety of clerical accounting duties as required; calculate, prepare and revise accounting and budgetary data; balance, monitor and update accounts and budgets with income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; identify and resolve discrepancies; detect accounting errors and make corrections.     
* Prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, personnel, budgets, projects, programs, facilities, services, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and federal agencies in accordance with established time lines and requirements as assigned.     
* Develop, implement and perform special projects and surveys and prepare various forms and reports on behalf of the Vice President; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements.     
* Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, reports and documents as required; compile, analyze, format and modify computerized data to meet various administrative needs; assure accuracy of input and output data.     
* Coordinate travel and conference arrangements and reservations for the Vice President as needed; maintain and coordinate the Vice President's calendar; coordinate, arrange, reserve and set up facilities, services, supplies and equipment for various meetings and events as needed; notify appropriate individuals of meetings, appointments, events and related information.     
* Train and provide work direction and guidance to assigned personnel; assign duties and review work for accuracy and completeness; monitor workflow and adjust activities as needed to complete assignments and projects in a timely manner.     
* Provide support and back up to other office staff when necessary.     
* Receive, sort and distribute incoming mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.     
* Maintain appointment, event and activity calendars; receive, review, prepare and process a variety of requests and requisitions.     
* Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to request and verify data, documents and information as needed; assure timely communications between the Vice President's office and College employees.     
* Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.     
* Develop processes and procedures to enhance efficiency of office programs and operations as directed; assist with implementing program or department plans, policies and procedures; review and update policy manuals with changes; provide related information to College staff; assist with training seminars and workshops as assigned.     
* Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.

 
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