POSITION DESCRIPTION
TITLE:
EXTENDED TITLE:
FLSA STATUS:
Administrative Assistant to the President
Administrative Assistant to the President
Non-Exempt
CATEGORY:
Classified
GRADE:
G
JOB SUMMARY: Provide advanced technical and confidential administrative support to the President of the
College and Board of Trustees, requiring the use of judgment and discretion on a regular basis. Decision impact is
at the District level.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
30%
1.
Perform advanced technical and confidential administrative support functions for the
President of the College and Board of Trustee; coordinate with other staff members in
preparing final agendas for regular and special meeting of the Board of Trustee to include
compiling information, data, and reports. Screen calls and visitors for both the President and
Board of Trustee. Receive and respond to open records request as needed through the office
of Employee Relations.
2.
Oversee the day-to-day delivery of administrative support services to the President and the
Board of Trustee, including preparation, editorial input, composition, and maintenance of
presidential correspondence. Review and prioritize incoming mail. Provide input into
department budget to include budget planning, review of expenditures, and budget
presentations on behalf of the Office of the President.
25%
3.
Maintain the calendar of daily meetings and events for the president to include scheduling
with external organizations, as well as College employees. Schedule and organize complex
activities such as district-wide meetings and receptions. Coordinate and make all
arrangement in the scheduling of travel for the President and members of the Board of
Trustee.
15%
4.
Serve as an internal liaison with the administrative units of the College. Participate, at the
request of the President, in district-wide and community committees. Respond to inquiries
regarding college policy and procedure interpretation. Work closely with the college
departments ensuring new policies are presented to the Board of Trustee for required
readings before final approval.
10%
5.
Serve as Recording Secretary for the Board of Trustee. Coordinate all pre-arrangements for
the Board meetings to include set-up, catering, media services requests, and responding to
inquiries and requests from the Board of Trustee. Draft and prepare meeting minutes to
submit to the Secretary of the Board of Trustee for review before submissions into the final
printed copy of the agenda.
10%
6.
Coordinate the elections for the Board of Trustee with the County Elections Office and legal
counsel. Maintain all election records for the district and submit necessary paperwork to
county and state offices.
5%
7.
Perform other related duties as assigned.
5%
Effective: 09/01/11
Page 1 of 5
REPORTING RELATIONSHIP: President
SUPERVISORY RESPONSIBILITIES: Direct supervision of assigned staff.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Associate’s Degree or equivalent.
EXPERIENCE: Seven (7) years related experience.
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities:
Application and comprehensive knowledge of office practices and procedures;
Advanced computer and analytical skills;
Effective phone etiquette skills;
Must be able to communicate clearly, informatively and persuasively in both written and
verbal form;
Must maintain confidentiality of work related information and materials;
Must establish and maintain effective working relationships;
Effective time management and organizational skills;
Excellent customer service;
Must be able to maintain current social media websites;
Excellent analytical skills;
Ability to interpret complex documents, regulations, professional standards and
specifications;
Utilize advanced knowledge of internet access, Microsoft Word, Excel, and Power Point, to
include computer clipart, graphics, and all other applicable computer programs.
2.
Equipment Used: Personal Computer and other equipment associated with a general office
environment (copier, telephone, fax, etc.)
3.
Software Used: A variety of word-processing, spreadsheet, database, e-mail, and presentation
software.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. While performing the duties of this Job, the
employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is
frequently required to reach with hands and arms. The employee is occasionally required to stand; walk
and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and
occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close
vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, negotiating, selecting, developing, and motivating people
are important to the highest degree due to constant interaction with other people, at any level within the
organization or the community, position’s accountability for the development, motivation, assessment, and
reward of employees, and to deal with irrational situations where the outcome is unpredictable.
Effective: 09/01/11
Page 2 of 5
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. The noise level in the work environment is usually
moderate.
Effective: 09/01/11
Page 3 of 5
POSITION TITLE:
ADMINISTRATIVE ASSISTANT TO THE PRESIDENT
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work environment
factors described below are representative of those that must be met by an employee to successfully perform the
essential functions of this job.
PHYSICAL ACTIVITIES:
None
Stand
Walk
Sit
Use hands to finger, handle or feel
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk
Hear
Taste
Smell
X
X
X
X
X
X
X
None
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
VISION DEMANDS:
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Effective: 09/01/11
Over 2/3
X
X
WEIGHT and FORCE DEMANDS:
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Over 2/3
X
X
X
None
X
X
X
X
X
X
X
X
X
X
X
X
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
Required
X
X
X
X
X
X
Page 4 of 5
NOISE LEVEL:
Very quiet
Quiet
Moderate
Loud
Very Loud
Exposure Level
X
The intent of this job description is to provide a representative and level of the types of duties and responsibilities
that will be required of positions given this title and shall not be construed as a declaration of the total of the
specific duties and responsibilities of any particular position. Employee may be directed to perform job-related
tasks other than those specifically present in this description.
I certify that I have received a copy of this job description. I have read and understand the duties and
responsibilities of this position.
X
Employee Signature
Effective: 09/01/11
Date
Page 5 of 5