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College of the Desert
  • Position Number: 1335678
  • Location: Palm Desert, CA
  • Position Type: Executive Assistants


Executive Administrative Assistant to the Superintendent/President and the Board of Trustees

Job Type: Leadership
Department: President's Office

Basic Function:
College of the Desert (COD) is located in Palm Desert, California, the geographic center of the beautiful Coachella Valley. Nestled among the backdrop of the Santa Rosa and San Jacinto mountains in eastern Riverside County, the Coachella Valley is a resort community that offers over 100 golf courses and a wide array of outdoor activities such as tennis, hiking, horseback riding, hot air ballooning, polo, bicycling, rock climbing and swimming.

Founded in 1958, this two-year public college serves over 400,000 residents of eight local cities and the students of the Palm Springs, Desert Sands and Coachella Valley school districts. College of the Desert offers certificates and two-year Associate of Arts and Associate of Science degrees.

The College served over 15,000 students. COD is a federally recognized Hispanic Serving Institution (HSI), with almost 70% of the student body identifying as Hispanic. The Coachella Valley community recently passed a $577 million bond measure, allowing for College of the Desert to improve its current facilities and expand its campus locations. These improvements and expansion will assist with College of the Desert's goals of providing an education to students inside and outside of the Coachella Valley.

The President and Board of Trustees Office defines, establishes, and maintains the institutions Mission, Vision, and Goals. The Executive Administrative Assistant has the opportunity to create cooperative relationships with staff and the public, serve on campus committees, attend campus and city functions, mentor student workers, and be a representative of the college in the community.


BASIC FUNCTION
Under the direction of the Superintendent/President, plan and perform a variety of complex administrative, technical, and confidential duties for Superintendent/President and the Board of Trustees; relieve the Superintendent/President of administrative and procedural details including the oversight of the day-to-day operations of the office; coordinate the administrative functions of the Board of Trustees; interpret and communicate District policy and regulations to officials, agencies and the public.


EMPLOYMENT STATUS
Classified Administrator
Leadership VI
Schedule for this position will be Monday - Friday, 8:00 am - 5:00 pm
Schedule is subject to change based on District need.



Representative Duties:
REPRESENTATIVE DUTIES

  • Oversee and coordinate the day-to-day functions of the Office of the Superintendent/President. Plan and perform logistical support, and complex administrative and technical duties to assure timely and efficient office operations.
  • Coordinate the Superintendent/Presidents appointment schedule; screen calls, visitors and mail; make travel arrangements. May serve as a liaison between the Office of the Superintendent/President and organizations, including the Community College League of California, Accrediting Commission for Community and Junior Colleges, and California Community Colleges Chancellors Office.
  • Exercise independent judgment and confidentiality in communicating and disseminating information regarding District policies and procedures. Respond to a variety of internal and external inquiries.
  • Provide administrative assistance to the Board of Trustees; coordinate the Board of Trustees schedules; screen calls, visitors and mail; make travel arrangements.
  • Coordinate and prepare agenda items and supporting materials for meetings of Board of Trustees; attend regular and special meetings; record and document actions; prepare and distribute minutes; maintain official record of Board minutes. Ensure public meetings meet compliance standards, including Brown Act and public notice requirements.
  • Act as a liaison to the Board of Trustees; coordinate communications to and from the Board of Trustees with the public, students, and college staff.
  • Research and compile data to prepare reports and perform special projects as assigned by the Superintendent/President, Board of Trustees and for other District governance and collective bargaining groups. Establish and maintain a variety of confidential files and records.
  • Compose correspondence on own initiative on matters not requiring personal responses from the Superintendent/President or Board of Trustees, including matters confidential in nature and which require considerable knowledge and interpretation of policies and procedures.
  • Coordinate and monitor the budgets for the Superintendent/President and Board of Trustees; ensure that expenditures are correctly recorded and account balances are sufficient to cover costs; perform transfers; make recommendations on expenditures and allocations. May be assigned budget management responsibility for special projects.
  • Maintain effective communications with other offices, staff, students, faculty, and the public. Coordinate with the Office of Institutional Advancement regarding press conferences, public appearances and legislative activities.
  • Attend and participate in a variety of administrative meetings and committees; prepare and distribute agendas; compile data and prepare reports; take and transcribe notes; prepare minutes for review; post minutes per policies and regulations; organize and assist in District professional development activities.
  • Assist in researching, creating, and editing policies and procedures; coordinate and track the implementation and modification of board policies and administrative procedures and distribute electronically. Prepare periodic status reports on board policies and administrative procedures.
  • Operate a variety of office equipment including a computer, Microsoft Office Suite and other applicable software, note taker and tape recorder; may be required to operate a vehicle to conduct work.
  • Facilitate and participate in accreditation preparation and activities.
  • Receive and process agreements; edit and maintain agreements; monitor expiration dates, inform appropriate executive staff.
  • Organize and assist in annual District events, including Emeriti and Tenure Recognition Ceremony, Retirement Celebration, and Commencement.
  • May select, train, supervise and evaluate the performance of assigned staff and student workers; recommend other personnel actions as appropriate.
  • Seek and participate in professional development activities.
  • Perform related duties as assigned.


Minimum Qualifications:
EDUCATION AND EXPERIENCE
A Bachelor degree and five (5) years varied and increasingly responsible office secretarial or administrative office support experience including public contact. A minimum of two (2) years of experience supporting a senior level manager. A Masters degree preferred.

Preferred Qualifications:


Knowledge of:
Knowledge of: Functions and clerical operations of an administrative office; district organization, operations, policies and objectives; applicable sections of the State Education Code, California Code of Regulations Title 5, the Brown Act, and other applicable laws and regulations; District policies and procedures; office management techniques and organizational skills; research methods; operation of office machines including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management, and presentations; operate electronic note taker and tape recorder; record-keeping techniques; manuscript and report formatting; oral and written communication skills; interpersonal skills using tact, patience and courtesy; correct English usage, grammar, spelling, punctuation and vocabulary.

Ability to:
Ability to: Perform a variety of administrative and confidential duties to relieve the Board of Trustees and the Superintendent/President of complex administrative details requiring independent judgment and thorough knowledge of District policies and procedures; learn, apply and explain policies, procedures, rules and regulations; organize complex material and summarize discussions and actions taken in report form; compose correspondence independently; maintain a variety of complex and confidential files and records; operate a variety of office equipment including a computer and applicable software including scheduling, email, word processing, spreadsheets, data base management and presentations; operate electronic note taker and tape recorder; establish and maintain cooperative and effective working relationships with others; analyze situations accurately and adopt an effective course of action; plan and organize work; work confidentially with discretion on sensitive and private information applicable to collective bargaining or union or personnel matters; communicate effectively both orally and in writing to exchange information in person and on the telephone; understand and follow oral and written instructions; work independently with little direction; sit for extended periods of time; bend at the waist, kneel or crouch to file materials; lift 25 pounds.

Physical Demands:
Working Conditions: WORKING CONDITIONS
Environment: Office environment. Frequent interruptions. Operate a keyboard. Exchange information in person or on the telephone. Sitting for extended periods of time. Occasional travel required.
Full Time/Part Time: Full Time
Weekly Working Hours: 40
Work Schedule & Hours: Monday - 8:00 am - 5:00 pm, Tuesday - 8:00 am - 5:00 pm, Wednesday - 8:00 am - 5:00 pm, Thursday - 8:00 am - 5:00 pm, Friday - 8:00 am - 5:00 pm
Salary Schedule Range: Leadership VI
Specific Departmental Needs:

Posting Number: 18-571
Number of Vacancies:
Desired Start Date:
Position End Date (if temporary):
Interview Date: 12/10/2018
Posting Open Date: 11/09/2018
Posting Close Date: 11/25/2018
Open Until Filled: No

Special Instructions to Applicants:
REQUIRED ATTACHMENTS

  • Resume: Include education and experience with employment dates by month and year.
  • Statement/Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
  • List of Professional References: References should include at least two supervisors and two colleagues. Please include name, title, email, and current phone numbers for all four references.
  • Transcripts: Transcripts must show name of institution, degree, discipline, and, date awarded. Diplomas will not be accepted in lieu of the required transcripts.
  • Supplemental Questions: Responses to each supplemental question can be inserted in the response field (capped at 1200 characters), or as a document upload. Applications without a response to each of the supplemental questions below will not be considered complete. Please keep your responses to no more than 3 pages total.


To apply, visit https://cod.peopleadmin.com/postings/3089





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