Vacancy caducado!
Summary
Under the direction of a Vice President, perform a variety of complex executive assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize the day-to-day office activities and coordinate communications, correspondence, meetings, public relations and information for the Vice President.
Essential Duties and Responsibilities
Perform a variety of complex administrative assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize office activities for the Vice President; provide technical input to the Vice President concerning administrative time lines and priorities; assure smooth and efficient office operations, and proper and timely completion of projects and activities.
Serve as primary assistant to the Vice President; coordinate communications, public relations and information for the Vice President; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule, coordinate, arrange, prepare for and distribute information concerning appointments, conferences, meetings, special events and other activities.
Receive visitors, including administrators, staff, faculty and the public; provide information or direction to appropriate staff; evaluate and exercise independent judgment in resolving a variety of complex issues and conflicts; refer difficult issues to the administrator as needed; provide detailed and technical information concerning operations, activities, programs, services, laws, codes, time lines, priorities, processes, regulations, policies and procedures.
Prepare correspondence independently on a variety of matters; compose and type a variety of materials such as inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, publications, official correspondence, notices and proposals; review, revise, edit, format and proofread a variety of complex documents and information.
Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for a variety of other administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes.
Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents; compile, prepare and assemble a variety of packets and administrative information as needed.
Perform specialized technical and administrative work requiring independent analysis of complex administrative, academic, business and student programs, services and activities; serve as a liaison and coordinate communications between the Vice President’s office and other departments, outside agencies and others regarding division or department activities; assist the Vice President with coordinating personnel, projects and activities.
Perform a variety of clerical accounting duties as required; calculate, prepare and revise accounting and budgetary data; balance, monitor and update accounts and budgets with income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; identify and resolve discrepancies; detect accounting errors and make corrections.
Prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, personnel, budgets, projects, programs, facilities, services, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and federal agencies in accordance with established time lines and requirements as assigned.
Develop, implement and perform special projects and surveys and prepare various forms and reports on behalf of the Vice President; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements.
Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, reports and documents as required; compile, analyze, format and modify computerized data to meet various administrative needs; assure accuracy of input and output data.
Coordinate travel and conference arrangements and reservations for the Vice President as needed; maintain and coordinate the Vice President’s calendar; coordinate, arrange, reserve and set up facilities, services, supplies and equipment for various meetings and events as needed; notify appropriate individuals of meetings, appointments, events and related information.
Train and provide work direction and guidance to assigned personnel; assign duties and review work for accuracy and completeness; monitor workflow and adjust activities as needed to complete assignments and projects in a timely manner.
Receive, sort and distribute incoming mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
Maintain appointment, event and activity calendars; receive, review, prepare and process a variety of requests and requisitions.
Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to request and verify data, documents and information as needed; assure timely communications between the Vice President’s office and College employees.
Develop processes and procedures to enhance efficiency of office programs and operations as directed; assist with implementing program or department plans, policies and procedures; review and update policy manuals with changes; provide related information to College staff; assist with training seminars and workshops as assigned.
Serve as the project manager for facilities requests and organizational needs; conducts research and analytical activities, which involves gathering background material and data in support of projects.
Review and processes a variety of paperwork, which may include: requisitions, grants, applications, travel authorizations, and/or other related items.
Compile, composes, edits, produces, and distributes detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.
Maintains calendar, including the coordination of meetings for large groups.
Takes and transcribes minutes of management meetings; distributes agendas, minutes, and other materials to attendees.
Serve as a clearinghouse for communications, which includes prioritizing, disseminating, composing, and distributing information to District personnel, the public and key decision makers within the District.
Disseminate oral and written communications and information as requested to external and internal customers.
Manage activities within the office, which includes: communications, budgeting, workflow, inquiries, and/or other related information.
Education and Experience
Bachelor’s degree from an accredited institution and one (1) year of work related experience
OR Associate Degree from an accredited institution and two (2) years of work related experience.
Experience working with the public in a customer service environment, exceptional customer service focus is a must.
Excellent verbal and written communication skills.
Licenses and Certificates
A valid driver’s license.
Benefits
Medical, dental, and vision insurance is provided by the District for all full-time employees and their dependents.
Equal Employment Opportunity and Workplace Diversity
It is the policy of College of the Redwoods not to discriminate on the basis of race, color, religion, national origin, sex, disability, age, or sexual orientation in its educational programs and its employment practices.
Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
College of the Redwoods values all members of our community and strives to create a diverse, nurturing, honest, and open environment. CR is committed to equal employment opportunity in its employment and encourages applications from underrepresented group members.
Conditions of Employment
Offers of employment are contingent upon the successful clearance of a criminal background check, pre-employment physical examination, freedom from tuberculosis, and proof of identity and eligibility to work in the United States prior to the first day of work. The District may select additional qualified candidates should unexpected vacancies or needs occur during the recruitment/selection process. When education is a requirement for the position, official academic transcripts from the accredited college/university will be required.
California School Employees Association is the exclusive bargaining representative for College of the Redwoods classified employees. Each employee hired into a classified position shall contribute to the administration of this contract by membership dues or service fees.
The salary range indicated is reflective of a 20-step salary schedule.
40 Hours/Week, 12 Months/Year
Salary Grade: 121
Salary: $75,462.40 - $127,836.80 Annual Salary
Human Resources
Contact Phone 707-476-4140
Link for Posting: https://employment.redwoods.edu/postings/4084
Vacancy caducado!