**FIRST DATE OF REVIEW IS SCHEDULED FOR APRIL 4, 2024**

FAIR LABOR STANDARDS ACT (FLSA) POSITION STATUS IS NON-EXEMPT

The current hours of this position are Monday through Friday from 8:30 am to 5:00 pm, with some possible evenings and weekends. Hours of employment are subject to change based on student or departmental needs.

Under general direction, oversees and manages a variety of complex and responsible administrative support operations for the Superintendent/President and Board of Trustees; manages and promotes District projects and initiatives to internal and external groups; fosters cooperative working relationships among and acts as first point of contact for the Superintendent/President’s Office, other District divisions, intergovernmental and regulatory agencies, various public and private groups, and the general public; provides highly responsible and complex assistance to the Superintendent/President; and performs related work as required.

Receives general direction from the Superintendent/President.  Exercises direct supervision over administrative support staff.

This high-level administrative support classification is assigned to the Superintendent/President’s Office. Incumbents perform a variety of administrative and office coordination support work for the Superintendent/President, Board of Trustees, and associated staff. The work requires interpretation and application of complex policies, procedures, and regulations, extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of District activities, and the ability to conduct independent projects, as well as perform various research and budgetary support functions. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at a District-wide level require a broader understanding of District functions and the capability of relieving the Superintendent/President and Board of Trustees of day-to-day administrative and coordinative duties.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to the Superintendent/President by performing duties of an advanced, complex, sensitive, and confidential nature; represents the Superintendent/President’s Office at meetings as assigned; acts as a liaison between the Superintendent/President and other staff and the public.
• Leads, oversees and coordinates the logistical aspects of regular and special governing board meetings; serves as secretary to the Board of Trustees; attends meetings and records all official proceedings; prepares public notifications, agendas, minutes, and other documents; ensures the proper publication, filing, indexing, and safekeeping of all proceedings of the Board of Trustees.
• Coordinates and maintains the Superintendent/President’s calendar and schedules meetings and appointments for the Superintendent/President, Board members, and staff; makes travel arrangements as required.
• Prepares agendas, attends management staff, and other board, committee, and commission meetings, takes minutes, and performs other administrative duties.
• Oversees and ensures that the office administrative functions and operations of the Superintendent/ President’s Office are effectively carried out; sets priorities and ensures timelines are met; coordinates communications while representing the view of the Superintendent/President; coordinates and assists with special District events hosted by the Superintendent/President. 
• Coordinates and participates in the preparation of complex department budgets, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and narrative reports, Board of Trustees agenda items, District Policies and Procedures Committee revisions, promotional/informational materials, website information, and internal and external correspondence for the Superintendent/President’s Office.
• Serves as a liaison with District administrative personnel, offices, and employees, public and private organizations, community groups, and other entities; provides information and assistance to staff, faculty, students, and the general public regarding Superintendent/President’s Office projects, programs, and services; receives and responds to complaints, questions, and issues relating to assigned areas of responsibility; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.
• Performs general office administration work such as screening calls and visitors; maintains accurate records, complex databases, and files; develops storage of records and retention schedules.
• Participates in selecting, training, motivating, and evaluating assigned staff; provides staff training; directs the work activities of assigned clerical personnel; prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in workflow, procedures, and use of equipment and forms.
• Develops, implements, and maintains office policies and procedures, reports, manuals, correspondence, and other materials.
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.  
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

Education:

Equivalent to the completion of twelfth (12th) grade, supplemented by college level coursework in public or business administration.

Experience:

Five (5) years of increasingly responsible and varied office management or administrative support experience assisting an executive or senior-level administrator.

Licenses and Certifications:

*Please mention you saw this ad on AcademicJobs.*

Apply Now