Administrative Assistant, Senior

Senior Administrative Assistant For College Operations

Reporting to the Director, College Operations, the Senior Administrative Assistant for College Operations provides advanced administrative and operational support to the Director of College Operations, helping ensure the smooth and efficient functioning of daily activities across the department. This role serves as a central point of coordination for internal and external communications, supporting the department, faculty, staff, and leadership by managing schedules, organizing meetings, and facilitating the flow of information across multiple functional areas within the College.

Key responsibilities include, but are not limited to:

• Coordinating calendars and meeting logistics, correspondence, and tracking timelines and deliverables for departmental initiatives.
• Assists with budget-related processes such as purchase requisitions, expense tracking, and invoice coordination.
• The position also plays an important role in planning and executing meetings, minutes, events, and workshops, as well as maintaining records and ensuring compliance with College and District policies and procedures.
• This role requires strong organizational skills, attention to detail, discretion in handling confidential & sensitive information, and the ability to manage multiple priorities in a fast-paced environment.

Under direction, performs a variety of advanced administrative support duties of considerable complexity requiring a significant level of knowledge of assigned department/division, College/District policies and procedures, and local, state, and federal regulations; provides administrative support to assigned Dean, Director, faculty, and staff, including coordinating multiple calendars, schedules, making travel arrangements, and handling sensitive materials; coordinates development, input, and maintenance of class schedules;

composes and prepares complex correspondence, reports, and other documents using considerable judgment in content and style; provides information to students, staff, faculty, a variety of other public and regulatory agencies, community groups, the business community, and the general public; administers complex budgets; coordinates workflow of the office; and performs related duties as assigned.

This is the advanced journey-level class in the Administrative Assistant series. Incumbents at this level are capable of performing advanced and complex administrative support duties requiring the use of considerable discretion and independent judgment in performing assigned work and have responsibility for ensuring the efficient and effective functioning of assigned program or operational area. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services.

Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Executive Assistant classification series in that the latter acts in a higher-level capacity and provides highly responsible and complex professional assistance to a Vice President or Vice Chancellor.

Examples of typical functions (illustrative only):