Administrative Assistant, Senior

Position Title

Administrative Assistant, Senior

Yearly Salary: $65,424.00 (Step
1) – $79,704.00 (Step
5)

Perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President’s Office or other high-level executive manager.

• Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration of the Executive’s Office, relieving the executive of a variety of technical and administrative duties.
• Serves as a liaison between the executive and the public, students, staff, and other campus officials.
• Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
• Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives.
• Provides complex workflow and office coordination of assigned department or program area.
• Maintains and updates web pages for assigned department.
• Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
• Assists or gives guidance to staff, students and the public regarding departmental processes.
• Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
• Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
• Develops initiatives and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
• Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
• Maintains department/office records and balances information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
• Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• May notify students of and post canceled classes.
• Dispatches service requisitions; determines and assigns priorities of requests.
• May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
• Performs related duties as assigned.

Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.

Possession of an Associate degree from an accredited college, or the equivalent.

Proficiency with modern office procedures, technology, software applications, and English usage, grammar, spelling, and punctuation.

• Keyboard with accuracy.
• Perform responsible and complex clerical work with accuracy and speed.
• Meet multiple established timelines and deadlines without immediate supervision.
• Develop new procedures for the clerical and administrative operation of assigned area.
• Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
• Carry out verbal and written directions independently.
• Make mathematical calculations quickly and accurately.
• Communicate effectively, both orally and in writing.
• Serve students, staff and colleagues in a helpful and professional manner.
• Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
• Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical…