Executive Assistant - President's Office - Modesto Junior College

Modesto Junior College

Executive Assistant - President's Office - Modesto Junior College

Salary: Management Salary Schedule (2023-2024) Range 24: $5,918 to $7,520 monthly / $6,151 to $7,753 monthly with Doctoral. Stipend is provided for an earned doctorate.

Closing Date: Thursday, June 20th, 2024 at 11:59 P.M.

To apply, submit your application and required documents on-line via our applicant system at: http://50.73.55.13/counter.php?id=283737

DEFINITION

Under general direction, coordinates and performs highly responsible, complex, technical, and confidential administrative support activities in support of an executive manager within the District; serves as liaison to District staff and the educational community; aids in the interpretation of operational goals and objectives, and the policies and regulations governing the assigned work area functions and activities; and performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This is a highly specialized, advanced-level administrative support class. Positions in the class report to one of several executive level positions within the Yosemite Community College District (YCCD) and are responsible for representing the executive’s office with a wide variety of constituents, often authorized to act on the executive’s behalf, or to synthesize information for the executive’s actions.

This class may be distinguished from the Executive Support Secretary or other administrative support positions because this class describes positions where incumbents perform a broader and more responsible set of duties, emphasizing quasi-analytical and para-professional administrative work rather than the provision of secretarial support.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from a cabinet-level executive manager.

May provide lead or functional supervision over lower level support staff or other district staff, as assigned.

MINIMUM QUALIFICATIONS

Education and Experience:

Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:

Education: Equivalent to possession of AA degree from an accredited college, with major course work in business management, supplemented by course work or training in office management, public relations, or related areas.

Experience: Six years of increasingly responsible administrative assistant and/or executive secretarial experience, including four years of technical administrative work pertaining to any number of functional areas, such as program research, administration, communications, finance, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum, and/or related areas. Experience in an educational organization is highly desirable.

Knowledge of:

Procedures, methods, strategies, and techniques pertaining to the operation of a cabinet executive’s office;

Modern office practices, trends, and procedures, standard office equipment and

Modern data management, storage, and retrieval systems applicable to the District’s information technology environment

Legal mandates, policies, regulations, and procedures which govern the cabinet level executive’s operational processes;

English usage, spelling, grammar, and manuscript and report formatting;

Effective and efficient communication techniques, strategies, and procedures.

Ability to:

Effectively and efficiently perform highly responsible and technical administrative assistant functions and activities;

Compile data and information, and prepare comprehensive reports;

Communicate effectively in oral and written form;

Establish and maintain a complex data management, storage, and retrieval system;

Demonstrate advanced computer literacy skills with effective use of a variety of software including, word processing, spreadsheets, graphics, and presentations;

Draft documents with speed and accuracy;

Ability to manage multiple, competing priorities and deadlines expediently and with discretion and judgement;

Understand and carry out oral and written directions;

Establish and maintain cooperative relationships and maintain a calm, tactful, and diplomatic manner.

EXAMPLES OF DUTIES

Perform highly responsible, complex, technical, and confidential administrative support activities for an executive manager.

May serve as office manager, dealing with a variety of sensitive and privileged matters.

Prepare or assist in the preparation of information and data requested for administrative review; take action as deemed necessary within established guidelines.

Interpret policies, regulations, and operational procedures in areas of assignment to those persons contacting the administrator’s office.

May act as a first point of contact to persons contacting administrator’s office including the answering of routine inquiries and correspondence, maintaining an action calendar, scheduling appointments, conferences and meetings, and a variety of other operational details.

Plan, organize, and assist in the preparation of the materials and documents pertaining to the Board meeting agenda.

Maintain schedules of follow up items and monitor action items needed for review.

May take and transcribe correspondence, memoranda, reports, and other communicative documents that include technical terminology requiring a familiarity with legal mandates, policies, regulations and operational procedures affecting the administrator’s functional responsibilities.

May attend meetings and conferences as requested, take, and transcribe notes into summary form.

Assist with budget planning and expenditure control procedures.

May coordinate and/or assist with special events planning.

Establish and maintain complex manual and automated alphabetical, numerical, and subject matter files and data that may include sensitive and privileged data.

Operate personal computer to access e-mail, electronic calendars, and other basic office support software.

Perform other duties as assigned.

Licenses and Certificates:

Possession of valid California Motor Vehicle Operator’s License.