Under direction, to serve as Executive Assistant to the Vice Chancellor; to independently perform a wide variety of highly skilled and responsible administrative/clerical operations; to assist the Vice Chancellor by planning, organizing, coordinating, and participating in the operations of the office and to do related work as required.
 
EXAMPLES OF DUTIES:  Duties may include, but are not limited to, the following:

1. Perform highly skilled secretarial and clerical work in a major executive office, processing administrative details not requiring immediate attention of the Vice Chancellor.
2. Initiate and respond to a wide range of contacts with administration, faculty, staff, students, consultants, agencies, and the public, which require sensitivity, good judgment and ability to maintain confidentiality.
3. Receive calls and visitors, determine needs, and provide information; exercise discretion in arranging appointments, and maintaining calendar for the Vice Chancellor; schedule and arrange meetings.
4. Review, sort, prioritize, and process office mail; compose and respond to correspondence independently.
5. Prepare, screen, review, assemble, type, draft, and edit a wide range of materials for submission to the Chancellor, Board of Trustees, and others.
6. Prepare agenda and supporting materials for meetings conducted by the Vice Chancellor.
7. Compile and assimilate information on related administrative, legislative, or education activities; keep abreast of District related policies, procedures and regulations.
8. Attend meetings and take and prepare minutes.
9. Write, maintain, interpret and disseminate information and procedures; collect, organize data, evaluating per criteria, standards, and procedures.
10. Prepare reports and receive information which may be of a technical, legislative or confidential nature.
11. Develop procedures to expedite transmittal of information or to facilitate implementation of policies and programs.
12. Take and transcribe notes concerning legal matters and highly technical and specialized information; edit dictation and drafts for grammar, clarity, and accuracy; verify facts and sources.
13. Maintain control files of matters in progress and expedite their completion.
14. Design, establish, and maintain varied forms and records appropriate to information retention and retrieval needs of the Vice Chancellor.
15. Maintain, monitor, and reconcile budge accounts.
16. Arrange travel itineraries, including airline, hotel reservations, car rentals and other related activities.
17. Prepare contract documents and develop and facilitate processes for review by Risk Services and execution of contracts.
18. Schedule legislative appointments with local, state and federal officials. Review legislation and effectively communicate details to staff.
19. Prepare and provide oversight to the Human Resources annual budget.
20. Perform other related job duties as assigned.

MINIMUM QUALIFICATIONS:
 
Knowledge of:

1. Office management and skill in planning and managing the work of a major executive office.
2. Business telephone etiquette.
3. Modern office equipment and procedures and skill in using a variety of computer applications, including data base programs for record keeping and reporting, and advanced word processing techniques (i.e. Excel, Word, and PowerPoint).
4. Advanced principles and methods of business letter and report preparation, and demonstrated skill in composing, proofreading, and preparing correspondence.
5. English usage, spelling, grammar, and punctuation, and ability to proofread and edit.
6. Business math and ability to make mathematical calculations with speed and accuracy.
7. General methods and practices of budget preparation and financial record keeping.
8. Specialized technical and administrative principles, practice, and procedures related to the operation of the Educational and External Affairs department for a Community College District.
9. Basic information on the types of legislation and regulations pertaining to Educational and District External Affairs, such as the Education Code of the State of California, Brown Act, California Administrative Codes (Title 5), Rodda Act, Equal Employment Opportunity and Affirmative Action.

1. Perform highly skilled secretarial/clerical work in a major executive office, handling administrative details.
2. Receive confidential information and maintain confidentiality.
3. Read, understand, interpret, and apply with judgment rules, regulations, policies and other difficult written materials in a wide variety of situations and applications.
4. Accept responsibility for decision making and use good judgment in recognizing scope of authority.
5. Work independently, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling, and managing time for self and others.
6. Understand and carry out oral and written instructions.
7. Interact effectively in person and on the telephone with a wide range of persons in situations requiring the exercise of judgment, diplomacy, tact and firmness both in person and on the telephone, including dealing with upset or irate people.
8. Work under adverse conditions such as frequent interruptions and busy phones.
9. Evaluate relative importance or urgency of caller or correspondence, establishing priorities.
10. Take notes in fast-paced meetings, as well as for letters, memoranda and reports, and accurately transcribe into final form.
11. Type at a net corrected speed of 60 wpm.
12. Write, maintain, interpret, and disseminate procedures and forms.
13. Collect, organize, evaluate, and present data, including standards and procedures, and prepare reports.
14. Design, establish, and maintain varied records to meet the information retention and retrieval needs of the Vice Chancellor, including a complex file system of technical materials cross-referencing.
15. Establish and maintain effective relationships with those contacted in the course of work.

1. Completion of two (2) years college-level course work consistent with the responsibilities assigned.
2. At least three (3) years progressive, highly-responsible secretarial or office management experience, which includes some responsibility for overseeing/leading the work of others.
3. Or, any combination of education and experience that would provide the required qualifications.

1. Experience working in a Human Resources environment.

This is a regular, full-time, 12-month per year confidential position. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday, with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS:  To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

1. A complete Coast Community College District Online Employment Application.
2. A current resume (uploaded as a separate attachment - PDF recommended).
3. A cover letter (uploaded as a separate attachment - PDF recommended).
4. Answers to all supplemental questions (please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A").

1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.

1. Incumbent must be able to meet and perform the physical requirements of the position which may include sitting or standing for prolonged periods of time.
2. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
3. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
4. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.