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Executive Assistant to the Office of the Vice Chancellor job in Mission Viejo

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California (CA), Mission Viejo
Employer:  South Orange County Community College District
Job Ref:  644984031
Country:  United States
City:  Mission Viejo
State:  California (CA)
To manage the Office of the Vice Chancellor, assuring that work is performed in a timely and accurate manner; represent the Vice Chancellor's office as appropriate; perform a variety of highly responsible, confidential and complex secretarial and administrative support duties for a District Vice Chancellor; perform research and special projects as assigned; assist in facilitating the smooth flow of work and office operations; and to provide information and assistance to students, faculty and staff.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

Receives direction from a Vice Chancellor.
Exercises functional and technical supervision over lower level secretarial staff or student assistants as assigned.

Distinguishing Characteristics:
Representative Duties:
Duties may include, but are not limited to the example of duties listed in Job Duties. Please see Job Duties for details.

Knowledge of:
Basic research methods and techniques.
Budget preparation and monitoring.
Correct English composition, grammar, spelling and vocabulary.
Current word processing, spreadsheet and database programs, methods and techniques.
District and College organization, operations and objectives.
District and College policies and State and federal laws and regulations.
Interpersonal skills including tact, patience and diplomacy.
Operation of computer, peripherals and software programs, including information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Planning and organizational skills.
Principles and practices of supervision and training.
Principles, practices and procedures of business letter writing, data collection, financial and statistical record keeping and report preparation.
Receptionist and telephone techniques and etiquette.
Statistical procedures and mathematical concepts.
Techniques used in office management and public relations.

Ability to:
Communicate clearly and concisely, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary, with diverse constituencies within and outside of the District.
Compile information and write complex reports, business correspondence and procedure manuals independently.
Effectively present information in person or on the telephone.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Establish, review and revise office work priorities.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
Independently compose correspondence and memoranda.
Learn and correctly interpret, apply and explain the policies, procedures and regulations related to the function to which assigned.
Maintain accurate statistical and financial records.
Maintain confidentiality of sensitive information.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Operate word processing, desktop publishing, spreadsheet, data base management and specialized software proficiently.
Perform assigned work with speed and accuracy.
Perform responsible and complex executive support work involving the use of independent judgment and personal initiative.
Plan and organize work.
Relate effectively with people of varied academic, cultural and socioeconomic background using tact diplomacy and courtesy.
Respond to requests and inquiries from members of the Board of Trustees, administrators, students, staff or the public.
Train and provide work direction to others.
Type, format, proofread, duplicate and distribute documents and other written materials, such as reports, business correspondence and procedure manuals.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Use sound judgment in recognizing scope of authority.
Work effectively with minimal supervision.

Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Equivalent to an associate's degree with major coursework in business, secretarial science or related field. A bachelor's degree with major coursework in business or public administration is highly desirable.

At least five years of increasingly responsible secretarial experience, including three years of experience as an administrative assistant or secretary in an administrative office of a public agency, preferably in an educational environment.

License or Certificate:
Conditions of Employment:
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:
Standard office setting. Duties are performed primarily in an administrative office environment while sitting at a desk or computer workstation. Incumbents are subject to frequent contact with others, frequent interruptions, and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:
An incumbent regularly sits for long periods, walks short distances on a regular basis, occasionally travels to various locations to attend meetings and conduct work, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

Additional Position Information:


Interested applicants must complete the online application, apply for the position, and attach the specified "REQUIRED" documents.

To be considered, each section on the application must contain the requested information (do not state " SEE RESUME " or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources ( OHR ) may request additional references.

In addition to a full complete application, applicants are required to attach all "REQUIRED" documents. Official transcripts will be required upon offer of employment.

Applicants bear sole responsibility for ensuring that their applications are complete and "REQUIRED" documents are attached prior to the "INITIAL SCREENING DATE ." Incomplete applications will not be considered. All submitted materials become the property of the South Orange County Community College District ( SOCCCD ), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.


This recruitment will remain "OPEN UNTIL FILLED ." For guaranteed consideration, a complete application, and all "REQUIRED" documents are required to be submitted electronically by the "INITIAL SCREENING DATE ." Applications submitted via facsimile or electronic mail will not be accepted.


The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.


A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information:
Position Specific Benefits:
The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Job Duties

Job Duties

Duties and Responsibilities
Manage the Office of the Vice Chancellor, relieving the Vice Chancellor of a wide and complex variety of administrative details; coordinate and manage specialized functions or projects independently as assigned; research, analyze and evaluate a wide variety of issues, data, recommendations and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate; attend and contribute to communication meetings as assigned.

Duties and Responsibilities
Perform administrative support duties to assist the Vice Chancellor in meeting reporting requirements, functional responsibilities and research objectives; coordinate the Office of the Vice Chancellor; assign, schedule, coordinate, oversee and evaluate the flow of office work and perform work in a timely and accurate manner.

Duties and Responsibilities
Perform a variety of complex, responsible and confidential executive support work, such as timely processing of union negotiations, grievances, unfair labor practices, civil rights and fair housing complaints; assist in the preparation of management positions for collective bargaining; act as custodian of records and conflict of interest coordinator; independently respond to letters in consultation with attorneys.

Duties and Responsibilities
Prepare employment contracts for executive administrators; prepare and administer consultant agreements for services provided by outside vendors to the District and colleges; coordinate contracts/agreements requiring legal review prior to execution and/or board approval.

Duties and Responsibilities
Serve as liaison between assigned Vice Chancellor and the Chancellor, administrators, academic and classified staff, students, representatives of the community and the public, by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the Vice Chancellor or others.

Duties and Responsibilities
Coordinate closely with the Office of the Chancellor in matters related to Board agenda preparation, closed sessions, contracts, legal issues, and the coordination/scheduling of meetings; assist the Office of the Chancellor with events, presentations and phone/reception support; prepare and coordinate the revision of board policies and administrative regulations as assigned.

Duties and Responsibilities
Assure that Board agenda items and supporting documents are developed, prepared and forwarded within District timelines and legal guidelines; conduct research, gather information related to Board agenda items, and compose Board agenda items; assure the Vice Chancellor receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.

Duties and Responsibilities
Assist in annual budget preparation; monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions to order supplies; receive and store office supplies and assure proper functioning of office equipment.

Duties and Responsibilities
Consult, coordinate and conduct inquiries in the development of instructions, procedures and forms for procedures for travel and conference reimbursements, employee evaluation forms, and procedures and forms for consultant agreements.

Duties and Responsibilities
Make travel arrangements, maintain appointment schedules and calendars, arrange meetings, conferences and civic functions for the Vice Chancellor as needed; review, update and inform the Vice Chancellor and others of essential timelines; process reimbursement requests.

Duties and Responsibilities
Serve on District committees, task forces and other work groups as needed; provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.

Duties and Responsibilities
Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals and other materials according to established procedures and standards.

Duties and Responsibilities
Plan, organize and oversee the clerical support function in assigned office; train and provide work direction to assigned student workers and/or clerical assistants; manage the work activities of assigned department; prioritize and review work assignments and review work for accuracy.

Duties and Responsibilities
Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.

Duties and Responsibilities
Perform related duties as assigned.

Documents Needed for Applying
Required Documents
  1. Resume / CV
  2. Cover Letter
Optional Documents
  1. Transcript 1
  2. Letter of Recommendation 1

Supplemental Questions

Required fields are indicated with an asterisk (*).
  1. * Have you obtained education at least equivalent to an associate's degree with major coursework in business, secretarial science or related field?
    • Yes
    • No
  2. * Do you possess a bachelor's degree with major coursework in business or public administration?
    • Yes
    • No
  3. * Have you obtained at least five years of increasingly responsible secretarial experience?
    • Yes
    • No
  4. * Does your experience include three years as an administrative assistant or secretary in an administrative office of a public agency?
    • Yes
    • No
  5. * Does your work experience include three years as an administrative assistant or secretary in an administrative office of a public agency, in an educational environment?
    • Yes
    • No
  6. * Do you have experience in a California Community College? If so, please describe your experience. If not, please describe any other related experience.
    (Open Ended Question)
  7. * Do you have experience with labor relations, contract negotiations, and dispute resolution? If so, please describe your experience. If not, please describe any other related experience.
    (Open Ended Question)
  8. * Do you have experience composing Board Agenda items to be presented to a California Community College Board of Trustees while coordinating with and between the Office of the Chancellor and the District's College(s)? If so, please describe your experience. If not, please describe any other related experience.
    (Open Ended Question)

ref: (644984031)
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