Executive Assistant of Student Services

Executive Assistant to the Vice President of Student Services Priority Final date to receive applications:
November 20th, 2026. Position will remain open until filled. REPRESENTATIVE DUTIES:
Under the direction of the Vice President of Student Services, perform highly responsible, complex, and confidential administrative support work, exercising independent judgment in relieving the Vice President of administrative matters not requiring the immediate attention of the Vice President. Serve as a confidential assistant. Key duties include:
Preparation of the department budgets and tracking status of budgets. Preparation and maintenance of district manuals for Student Services. Preparation and input of journal entries. Preparation of items for Board action. Development and implementation of campus policies and procedures related to student services. Preparation and submission of reports. Establish positive working relationships and proactive communication with other departments. Organize, perform, and complete complex administrative support duties for the Vice President relieving the administrator of a variety of clerical, technical, and administrative duties;

serve frequently as liaison between the Vice President and the public, staff, and other district or campus officials. Respond to inquiries and requests from faculty and students on a wide variety of program and issues requiring the application and interpretation of district/department policies, procedures, and program requirements. Research and resolve complaints and problems involving students, faculty, and the public. Assist the Vice President in developing schedules related to division activities and services;

assemble information; verify accuracy; input or supervise the input of information into the computer. Update and maintain a variety of confidential files, resource materials, and records related to a specific area of assignment. Perform a variety of duties to assist the Vice President in meeting reporting requirements, functional responsibilities, and research objectives. Maintain a variety of calendars for the Vice President;

coordinate committee and other meetings; review, update, and inform the Vice President and others of timelines to assure that timelines are met; prepare and distribute a variety of correspondence, memoranda, flyers, reports, forms, and other materials, including those of a confidential nature; attend meetings and prepare and distribute minutes. Independently research, compile, and analyze data for a variety of internal and external reports, Mandated Reporting;

order and maintain office supplies; make travel arrangements and prepare reimbursement requests; prepare special reports, grants, and contracts as necessary; gather and prepare budgeting and expenditure data; research and verify information and data and provide advice as appropriate. Monitor and track department expenditures as required. Perform complex administrative duties independently in support of one or more functional areas, departments, or administrators within established rules and regulations.

Compose correspondence independently; communicate information in person or by telephone where judgment, common knowledge, and interpretation of policies and regulations are necessary. Remain current concerning problems, situations, and conditions of special interest to the Vice President; exercise independent judgment concerning matters requiring the Vice President's attention to assure timely action. Provide documentation and data as needed. Provide support and coordination throughout the accreditation processes.

Schedule and coordinate facilities-related activities. Organize and manage daily activities to ensure efficient operations in a professional comprehensive filing system. Answer questions and resolve problems requiring judgment, knowledge, and explanation of policies. Coordinate and facilitate special projects, facilities use, and events. Prepare statistical information for reports. Schedule appointments and meetings. Attend meetings, transcribe, and distribute minutes. Screen and route incoming correspondence and telephone calls and take action as appropriate.

Perform related duties as assigned. ABILITY TO:
Maintain confidentiality in matters pertaining to the Vice President, the department, and the District. Analyze and resolve difficult and sensitive situations. Interpret and apply with good judgment college and department policies, laws, rules, and regulations.…