Administrative Assistant II

PURPOSE AND SCOPE:

Under limited supervision, performs complex and highly responsible administrative-related services for President’s Office or Vice Chancellor’s Office. This position is distinguished from other administrative positions by the nature of the department and the complexity of functions, policies, and procedures.

ESSENTIAL JOB FUNCTIONS:

• Provides confidential administrative support to the Vice Chancellor or President.

• Maintains daily appointment calendar; makes travel arrangements as required; receives and screens telephone calls; greets visitors.

• Collects and prepares information for executive review for discussions and meetings with executive staff members and outside individuals and groups.

• Composes correspondence from verbal direction or from knowledge of organizational policies and procedures.

• Assists the Vice Chancellor or President in all aspects of Board Meetings and Committee Meetings; attends meetings, transcribes notes and distributes minutes.

• Prepares, reviews, and distributes reports, agendas, and correspondence. Maintains current records, files, etc. of matters related to the Vice Chancellor’s Office or President’s Office.

• Trains and supervises assigned staff; determines and assigns duties based on priorities; schedules work; prescribes standards and procedures.

• Builds and monitors budget expenditures and prepares transfer requests. Responsible for maintenance of office documentation and reports.

• Maintains adequate office supplies; orders and prepares requisitions for needed supplies; arranges equipment for repairs and maintenance.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• Associate’s degree in Business Management or related area required.
• Five + years progressively responsible, mid-to-senior level secretarial/administrative experience.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal effectively and tactfully with administrators, faculty, and external constituencies.
• Strong organizational skills and the ability to handle multi-activities, projects and priorities.
•  Good knowledge of community college programs and services.
• Ability to work with minimal supervision and maintain confidential information.
• Skilled in the use of microcomputers and related software for word processing, spreadsheets and database.

Preferred:

• Bachelor’s degree.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment.

CONTACTS:

Contact with faculty and staff as necessary to carry out the general duties of the position.

COMPLEXITY/EFFORT:

Ability to interpret and apply administrative and department policies, regulations, and rules; understand and follow complex oral and written instructions, make decisions requiring independent judgment, compose correspondence independently; meet the public in situations requiring tact, diplomacy and poise. Professional working relationships, both within the District and with the general public require the incumbent to maintain a high degree of judgment, tack, and discretion at all times. Duties require little physical effort and few safety precautions.

WORKING CONDITIONS:

Work is performed primarily in a climate-controlled open area shared by others.

GENERALIZED WORK ACTIVITIES:

• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work or others.

• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

• Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.