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Executive Assistant to the Superintendent/President
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Position Number: 1388196
Location: Gilroy, CA
Position Type: Secretary and Administrative Assistants

Executive Assistant to the
Superintendent/President
Gavilan College

POSTING CLOSING DATE: Monday, February 25, 2019

Full-Time Permanent Position (1 FTE)
40 hours per week with benefits, 12 month position
$75,561.67 to $96,437.96 per year

Ideal Candidate:
The Executive Assistant in the President's Office is responsible for a number of critical duties to support the district and the Board of Trustees and is often the first person who welcomes the community to the college. The executive assistant must be highly organized and able to manage complex scheduling, meeting arrangements, communicate well both in writing and verbally. In addition, the ideal candidate will have strong technical expertise and the ability to prepare documents, anticipate the needs of the CEO, and respond to the myriad of needs of the Office of the President with a pleasant attitude.

Definition:
Under general direction, to provide confidential comprehensive executive support services and administrative assistance to the Superintendent/President, the Board of Trustees, and other committees; to record and maintain official minutes of governing board and other meetings; to relieve the executives of routine office details; to provide staff assistance on a variety of matters; and to perform related duties as assigned.

Distinguishing Characteristics:
This classification is distinguished from other professional support and administrative support jobs by its confidential characteristics and professional accountability to the Superintendent/President and governing board, and the duties and contacts associated with those roles.

Essential Duties: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.
Reviews incoming correspondence and email, routes to others where appropriate, locates and attaches pertinent materials, and composes draft responses independently or from brief instructions;

Screens visitors, telephone calls and voice mail, refers callers to other staff, or personally determines appropriateness of disclosure and provides information on established program and policy issues; relays Superintendent's directions and key information to other college staff;

Schedules meetings and appointments and maintains calendars for the Superinten- dent/President using calendar software; makes room, food and related arrangements for a variety of meetings;

Drafts, edits, revises, and compiles a variety of administrative and confidential materials, correspondence, reports, and presentations;

Drafts, edits, compiles the information necessary for open meeting agendas published in BoardDocs®

Maintains documents residing in BoardDocs® and other materials on the Gavilan College website as appropriate to the Governing Board and President's Office.

Attends Board of Trustees, President's Council, and related meetings and committees; records or takes and transcribes minutes; carries out required actions such as preparation of resolutions, obtaining signatures, and filing and handling of minutes, records and actions;

Attends Gavilan College Educational Foundation and Latino Advisory meetings; records or takes and transcribes minutes. Provides assistance to the Coordinator of GCEF.

Prepares, compiles materials for, assembles, distributes and/or posts Board and other meeting agenda and information packages; calendars Board meetings;

Assists in the processing and delivery of documents required by external regulatory agencies;

Provides a variety of other staff support to boards and committees;

Maintains the District Board Policies and administrative procedures and coordinates annual reviews and biannual updates;

Assists in developing the budget for the President's office, prepares projections, and monitors and maintains budget as approved;

Provides staff assistance such as gathering facts and materials, researching, compiling summarizing and analyzing information, processing and correlating data, and related assistance;

Establishes and maintains confidential filing systems and official records, and ensures their security;

Performs a variety of other responsible administrative assistant and clerical duties including: orders and maintains supply inventory, coordinates duplication and distribution of documents, maintains files, records and contacts; picks up and delivers materials and processing invoices;

Creates and edits other documents as directed by the Superintendent/President

Minimum Qualifications:
Knowledge of:
Modern office/clerical methods, procedures, supplies and equipment, including filing system development and maintenance.
Personal computer applications including word processing, spreadsheets, graphics and social media. English grammar, spelling, punctuation and composition.
Formats and requirements for various reports, forms and correspondence.
Business arithmetic.

Skill in:
Efficiently and accurately transcribing meeting minutes
Composing correspondence, memos and other materials.
Computer applications software for word processing, spreadsheets, desktop publishing, social media, campus specific software such as Banner, Outlook, and BoardDocs®.
Interpreting and applying procedures and regulations.
Effective oral and written communications.
Establishing and maintaining effective working relationships with those contacted in the course of the work, including administrators, Board members, external agencies and community members. Prioritizing workload, meeting multiple concurrent deadlines, and working effectively at a high level of independence in an environment with multiple demands and frequent interruptions.

Other Requirements:
Possess a valid California driver's license and have a satisfactory driving record; attend meetings outside of regular work hours and at off-site locations; some local travel required. As an exempt employee, the incumbent may be asked to work variable schedules.

Illustrative Education and Experience: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:

Completion of high school supplemented by professional secretarial coursework, and five years of increasingly responsible administrative assistant experience, at least two years of which shall have been a responsible administrative assistant supporting management or executive position. Community college experience is preferred.

APPLICATION PROCESS:
To be considered for this excellent opportunity the following items must be received by CCC Registry no later than 5:00pm on Monday, February 25, 2019 through the CCC Registry Website, cccregistry.org.

1. Apply at cccregistry.org
2. CCCRegistry online application (required)
3. Cover letter detailing qualifications and experience (required)
4. Resume (required)

As an equal opportunity employer, we are required to compile summary data on applicants for employment. We are requesting your assistance in providing the information on the personal and ethnicity section of your cccregistry profile. The completion of the questionnaire is voluntary on your part. The form will be kept confidential and separate from all hiring documents and will not be forwarded to the colleges/departments making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the CCC Registry website, please contact the CCC Registry directly at registry@yosemite.edu or call (800)245-4157.

**Please contact the CCC Registry at (800)245-4157 AFTER you apply for this job to verbally confirm that your application is included in this recruitment.

If you have a verifiable disability, and require accommodation to complete an application contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

NON-DISCRIMINATION
Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability, and require accommodation to complete an application please contact the Human Resources Office at (408)848-4753.