Executive Assistant to the Superintendent/President

Salary: $38.33 - $50.02 Hourly

Job Type: Classified Confidential - Full-Time

Job Number: 24-016

Closing: 11/27/2023 11:59 PM Pacific

Location: Imperial, CA

Division: President's Office

Representative Duties
BASIC FUNCTION:
Under the direction of the Superintendent/President, perform a wide variety of highly confidential, responsible, and complex administrative support, exercising independent judgment in relieving the Superintendent/President of administrative detail; assist by planning, coordinating and participating in support activities of the Superintendent/President and the Governing Board of the College. Uses initiative and independent judgment in the application of administrative decisions and policymaking; assure accurate interpretation of policies, procedures and standards to an extensive range of public and organizational contact. Maintain a high level of confidentiality in the performance of duties. Serve as a liaison between the Superintendent/President, Board of Trustees members, Foundation members, District employees, students, and the public; serve as the recording secretary to the Board of Trustees.

REPRESENTATIVE DUTIES:
Provide administrative assistance to the Superintendent/President by coordinating and maintaining the calendar; scheduling meetings, coordinating appointments and workshops. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines. Organize and perform confidential, varied, and highly complex secretarial duties for the Superintendent/President.

Process administrative details not requiring the immediate attention of the Superintendent/President; prepare information needed in administrative decisions and in facilitating implementation of policies and programs.

Acts as an information resource regarding the College's policies and procedures; provide information where judgment, knowledge and interpretations are used, especially in the proper handling of confidential information.

Assembles, prepares and distributes Board of Trustees agendas and supplemental materials; take and transcribe dictation including confidential material; attend a variety of meetings, including Board meetings, and record proceedings; prepare comprehensive official minutes; maintain official records of Board of Trustees minutes. Arrange for setup of room for Board of Trustees and other related meetings as required.

Prepare memorandums and reports for the Superintendent/President; write other electronic and hardcopy correspondence; screen and route incoming correspondence and take action as appropriate. Independently compose and prepare responses to correspondence and other inquires as appropriate for signature by the Superintendent/President; type from rough drafts and printed or typewritten materials using independent judgment in segregating items and arranging formats.

Maintains an index of Board actions for historical and reference purposes.

Coordinate and prepare all necessary items in preparation for President's Cabinet, Administrative Council, and other similar types of meetings.

Monitor, provide work direction and supervises classified staff and students assigned to the office.

Maintain control and research files on matters in progress for Board members, collectively and individually; provide assistance to Former Board members where necessary.

Prepare information needed in administrative decisions and in facilitating the implementation of college policies and programs.

Greet office visitors and telephone callers; answer questions, resolve complaints where appropriate; provide desired information as required, or refer to appropriate sources.

Arrange appropriate office support services such as reception coordination, planning logistics, and providing materials.

Prepare and maintain the Superintendent/President's calendar; schedule appointments, arrange for group meetings; transmit confidential and/or controversial information.

Compile and prepare federal, State and County reports as assigned; keep informed of pertinent laws, policies and pending legislation.

Maintain a variety of records and files; receive, read, route and respond to mail of the Superintendent/President and the Governing Board.

Transmit orders, decisions and memoranda from the Superintendent/President and the Governing Board to various organizational units.

Propose and administer the budgets of the President's Office and the Board of Trustees.

Collect, compile and digest information pertaining to specified administrative and educational activities and operation functions as assigned.

Compile and direct local, State and national questionnaires and surveys as required.

Work with other offices and agencies coordinating specific activities and ensuring successful accomplishments and /or results.

Exercise discretion in representing the office of the Superintendent/President to staff and community members.

Perform other related duties as assigned.

Please click https://www.imperial.edu/ivc/files/HR/Job_Description/Classified_Confidential/Executive_Assistant_Job_Description.pdf https://get.adobe.com/reader/ to view the full job description.

Minimum Qualifications
EDUCATION AND EXPERIENCE: An Associates Degree or equivalent post-secondary with course work in secretarial science, office administration, business administration or related field and five years increasingly responsible secretarial experience including at least three years in an administrative office of a large public sector organization.

LICENSE AND OTHER REQUIREMENTS: This position is required to become a Notary Public.

Supplemental Information

RANGE 4 ON THE CLASSIFIED CONFIDENTIAL SALARY SCHEDULE: Initial salary placement is normally at Step 1, no higher than Step 3. Please click https://www.imperial.edu/ivc/files/HR/Salary_Schedules/062123_-_Consent_Agenda_-_Human_Resources_-_2023-2024_Confidential_Salary_Schedule.pdf https://get.adobe.com/reader/ to review current salary schedule.

EEO Information

Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

To apply, visit https://apptrkr.com/4781293

The Imperial Community College District is committed to the principles of equal employment opportunity and will implement a comprehensive program to put those principles into practice. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, gender identity, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, ancestry, political or organizational affiliation, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. The District will strive to achieve a workforce that is welcoming to men, women, persons with disabilities and individuals from all ethnic and other groups to ensure the District provides an inclusive educational and employment environment. Such an environment fosters cooperation, acceptance, democracy and free expression of ideas.

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