Job Description
JOB 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. EXAMPLE OF DUTIES Representative Duties Essential Functions 1. 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/President’s 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, but not limited to, the Community College League of California, Accrediting Commission for Community and Junior Colleges, and California Community Colleges Chancellor’s 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’ schedule; 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 meeting 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 and the Board of Trustees Establish and maintain a variety of confidential files and records. Provide a broad range of administrative support including duties that require regular access to confidential information in the normal course of the job that is used to contribute significantly to the development of management positions in respect to employer employee relations. Attend, take notes and transcribe minutes of collective bargaining sessions and meetings related to negotiations, disciplinary proceedings, and grievances. Assist in the preparation and tracking of proposals, counterproposals and grievances. Conduct research, analyze, and prepare materials used to assist in the development of management positions. Maintain records and documents. 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; Research and compile data, complete reports, and provide other support and assistance in the of preparation of the Office’s annual budget, budget review and year-end closing; access, monitor and review assigned expenses and budget balances; appraise Administrator of any budgetary issues; prepare expense and appropriation transfers; coordinators and monitors purchasing and inventory of office supplies, furnishing and equipment. 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. Work confidentially with discretion on highly sensitive and private information applicable to personnel, collective bargaining, or other confidential matters. 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