Job Description

1. Provides administrative support to the president by performing duties of an advanced, complex, sensitive, and confidential nature; represents the President’s Office at meetings as assigned; acts as a liaison between the president and other staff and the public, coordinating resolutions and following up with staff when appropriate.
2. Serves as executive administrative assistant to the president; participates and assists in the administration of the President’s Office relieving the president of a variety of technical and administrative duties; serves as the liaison between the president and the public, students, staff, and other campus/district officials; promotes and maintains positive staff, student, and community relations; exercises judgment, diplomacy, and discretion in handling matters of a difficult and sensitive nature.
3. Assists the president in meeting reporting requirements, functional responsibilities, and research objectives; assists in organizing programs, functions, and activities promoted by the District, College, or program area.
4. Serves as a liaison with district administrative personnel, offices and employees, public and private organizations, community groups, media representatives, and other entities; provides information and assistance to staff, faculty, students and the general public regarding President’s Office projects, programs, and services receives and responds to complaints, questions, and issues relating to assigned areas of responsibilities; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.  
5. Plans and organizes office support functions for the President’s Office; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; recommends improvements in work flow, procedures, and use of equipment and forms; reviews, updates, and informs the appropriate senior level executive and others of essential timelines; discusses and reviews calendar of events on a regular basis with the president to assure timely coordination of office activities and status of assigned projects; develops schedules related to assigned activities and services.
6. Assists the president in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized computer formats for division reports and publications; establishes new and revised office procedures as appropriate.
7. Maintain special confidential correspondence and administrative files.  Has access to confidential documents, subpoenas received in person or by mail compilation of bargaining unit agreements and contracts, Skelly hearings, privy to confidential information that is discussed between the College President and other senior level executives at the Chancellor’s Executive Cabinet
8. Utilizes electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinates and arranges meetings; coordinates activities with senior staff, staff, students, managers, college leadership groups and community representatives; makes travel arrangements for assigned staff; processes conference reimbursement and other requests.
9. Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, recommendations, and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
10. Coordinates and oversees specialized functions or projects independently as assigned; coordinates a variety of special events and District-wide or Campus-wide activities for the president; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
11. Participates in the orientation and training of new classified and academic employees when assigned; assigns, schedules, trains, and provides work direction to lower-level office staff and student workers as assigned; prioritizes work assignments; reviews and validates completed work for accuracy.
12. Serves as receptionist for the President’s Office; screens office and telephone callers; responds to sensitive questions, complaints, and requests for information from administrative, management, academic, and/or classified staff and the general public; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.
13. Serves as liaison between the president and the administrative and management staff, academic and classified staff, students, representatives of community and agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining district, college, department, or program area policies and procedures, or referring callers to the president or others as necessary.
14. Assists the  president in the preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to the chief executive for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions.
15. Recommends expenditures for office equipment, materials, and supplies; initiates contact with vendors for various products and services and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; posts, monitors, and tracks invoices and other expenditures.
16. Responsible to compile and coordinate the submission of Human Resources board agenda items to District Support Services and Business board agenda items to the Chancellor’s Office and supporting documentation from all divisions/departments within the college campus are received timely, reviewed for accuracy and that they follow the requested formats; compile information and requests for information and forward with District timelines and guidelines. Review printed board books to assure information is accurate and reconcile any requests for clarification or questions are responded to immediately and notification of action taken as requested by District staff.   Responsible to disseminate campus due dates of board items annually.  
17. Provides staff support to standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
18. Prepares a variety of sensitive/confidential correspondence, memoranda, reports, proposals, and other materials; composes and edits correspondence; records and prepares minutes from a variety of meetings; distributes materials as appropriate.
19. Composes correspondence independently; prepares preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff grievances and complaints, for the president’s approval.
20. Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.
21. Receives and distributes mail and identifies and refers matters to the president in order of priority.
22. Utilizes various computer applications and software packages; enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.
23. Performs related duties as required.

• District organization, operations, policies, and objectives.
• Operational characteristics, services, and activities of the functions, programs, and operations of the appropriate President’s Office.
• Work organization and office management principles and practices.
• Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code.
• Instructional process and college environment.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Processes, procedures, and practices of budget preparation and administration.
• Principles, practices, and procedures of business letter writing.
• Principles, practices, and procedures of fiscal, statistical, and administrative research and report preparation.
• Principles and procedures used in complex, inter-related record keeping.
• Principles and practices used to establish and maintain files and information retrieval systems.
• Interpersonal skills using tact, patience, and courtesy.
• Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Oral and written communication skills.

• Perform difficult and complex administrative and secretarial work to effectively relieve the appropriate senior level executive of administrative detail.
• Manage multiple priorities and tasks to meet changing schedules and deadlines. Plan, organize and delegate work to meet schedules and deadlines.  
• Work confidentially with discretion.
• Research, compile, assemble, analyze, and interpret data from diverse resources.
• Record and prepare minutes for a variety of meetings.
• Perform specialized, technical, and administrative support duties involving the use of a high level of independent judgment and personal initiative.
• Understand the organization and operation of the President’s Office as necessary to assume assigned responsibilities.
• Understand, interpret, apply, and explain applicable rules, regulations, policies, and procedures independently, apply them with good judgment, and use judgment and discretion to act when precedents do not exist.
• Effectively handle and resolve difficult and sensitive situations.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.e
• Learn and apply emerging technologies and, as necessary, to perform duties in an efficient, organized and timely manner.
• Type at a rate of speed necessary for successful job performance.
• Take and transcribe dictation at a rate of speed necessary for successful job performance.
• Use sound judgment in recognizing scope of authority.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
• Use correct English grammar, spelling, punctuation, and vocabulary.
• Understand and follow oral and written directions.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Work independently with very little or no direction.
• Demonstrate a sensitivity to, and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community college students and personnel, including those with physical or learning disabilities.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Qualifications

MINIMUM QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:

•  District organization, operations, policies, and objectives.
• Operational characteristics, services, and activities of the functions, programs, and operations of the appropriate President's Office.
• Work organization and office management principles and practices.
• Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code.
• Instructional process and college environment.

• Three years of increasingly responsible experience in the management, coordinating or leadership in Counseling, EOP&S/ CARE /Next up/CalWORKs/DREAMers, SAS (DSPS) or equity-based programs for disadvantaged populations.
• Experience in working with Student Conduct or Title IX compliance, investigation or prevention. 
• Demonstrated knowledge of and experience in Disaggregating, analyzing, and applying quantitative or qualitative student success data (e.g., retention, persistence, completion, and transfer rates) to identify, target and close achievement and equity gaps for disproportionately impacted student populations.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Employment Requirements

The person selected for hire will be required to complete the following pre-employment requirements:

• Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.
• Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)
• Tuberculosis (TB) risk assessment
• Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District’s Administrative Procedures and Board Policies.