Executive Administrative Assistant (Substitute) - (Deputy Chancellor and Provost
Job in
Riverside, Riverside County, California, 92504, USA
Listing for:
The Chronicle Of Higher Education, Inc.
Full Time, Seasonal/Temporary, Per diem
position
Listed on 2026-08-02
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Clerical
Salary/Wage Range or Industry Benchmark: 40.56 - 46 USD Hourly
USD
40.56
46.00
HOUR
Job Description & How to Apply Below
Position: Executive Administrative Assistant (Substitute) - (Deputy Chancellor and Provost)
Position Title
Executive Administrative Assistant (Substitute) - (Deputy Chancellor and Provost)
Job Summary Department:
Chancellor Office (D)
Position Type:
Temporary, Hourly as Needed
Student Position Type:
Student Employment
Location/Department:
College/Campus:
District
Location of the position:
District
If off-site, please specify location.
Employment Type:
Temporary
Position Length:
As Needed
Salary: $40.56 / hour
Salary Type:
Hourly
Is this position categorically (grant) funded? No
Job Description BASIC FUNCTION:
Under the supervision of the area administrator, performs skilled secretarial and clerical duties typically for Vice Chancellors or Presidents.
Responsibilities
Schedules, arranges and confirms appointments, meetings and conferences and maintains administrator's calendar; arranges travel accommodations.Greets visitors and answers and directs telephone screening calls and visitors to the appropriate office; provides information and answers complex questions from students, staff and the general public regarding District/college programs, policies and procedures.May assist with preparations for a variety of campus/district activities including convocation, academic achievement ceremonies, receptions, luncheons, mixers, special events and banquets.Conducts tracking of monthly department staff attendance reports and student/hourly worker timesheets as directed.Composes correspondence, independently, on a variety of matters; develops, or prepares, letters, memoranda, forms, proposals, organizational charts, and/or minutes, which could be material of a confidential nature, from handwritten drafts, notes or oral instruction.Provides skilled secretarial work, technical and support to the administrator with minimal direction; maintains updated knowledge of District policies and procedures.Maintains department/program files and researches and assembles information as needed.Performs a wide variety of data entry information utilizing specific data formats and various software; checks and reviews data for completeness and conformance with established processes and procedures.Prepares, receives, reviews, checks formatting and submits Board reports.Researches and prepares a variety of reports, including narrative and statistical, as directed by administrator.May assist in developing a variety of surveys and compiling the results.May acquire vendor quotes for capital outlay projects and provides recommendations regarding vendor selection; orders, inventories, stores and issues department/program office supplies.If applicable, maintains the internal website for the department including uploading content and updating electronic forms for District use.Maintains a variety of complex files, budget records and other fiscal records.Monitors budget, reserving funds for unexpected office needs and campus/office emergencies; maintains internal records to check against Galaxy; discussed discrepancies between the two with office staff; keeps administrator apprised of discrepancies.Operates and maintains a variety of office equipment.Opens all mail directed to the administrator, scans for content, highlights important information and sorts mail in order of importance; screens e-mail.Tracks and verifies invoices; prepares requisitions using District's software package.Participates in District-provided in-service training programs.Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.Performs other duties, related to the position, as assigned.Qualifications
Education:
Graduation from high school, or GED equivalent, and completion of 60 semester or 90 quarter units of college coursework from an accredited institution which include completion of business courses related to the position is required. Additional qualifying experience working for executive level administrators may qualify for the required education on a year for year basis with one year of full time experience equaling 30 semester units of college.
At least seven years of varied secretarial experience, which includes four years working for executive level administrators. Secretarial experience in a community college or other…
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