MIRACOSTA COLLEGE
CLASS TITLE:
EXECUTIVE ASSISTANT
TO THE SUPERINTENDENT/PRESIDENT
BASIC FUNCTION:
Under the direction of the Superintendent/President, perform a wide variety of highly confidential,
responsible, and complex administrative support, exercising independent judgment in relieving the
Superintendent/President and Board of Trustees members of administrative detail; serve as liaison
between the Superintendent/President, Board of Trustees members, Foundation members, District
employees, students, and the general public; serve as assistant secretary to the Board of Trustees.
REPRESENTATIVE DUTIES:
1.
Serve as liaison between the Superintendent/President and the Board of Trustees
members, District employees and community members; exercise discretion and judgment
without supervision in disseminating information, explaining policies and procedures, and
speaking for the Superintendent/President in personal contacts and in telephone
conversations. [E]
2.
Assemble, prepare and distribute Board of Trustees agendas and supplemental materials;
take and transcribe dictation including confidential material; attend a variety of meetings,
including Board meetings, and record proceedings; prepare comprehensive official
minutes; maintain official records of Board of Trustees minutes including labeling, cross
filing, and a master file of supporting documents referred to in the Board's minutes.
Arrange for set up of room and meals/refreshments at Board of Trustees and other
meetings as required. [E]
3.
Provide administrative assistance to the Superintendent/President by coordinating and
maintaining the calendar; scheduling meetings, coordinating appointments and workshops.
organize and coordinate the flow of activities through the office in relation to priorities,
schedules, and deadlines. Organize and perform confidential, varied, and highly complex
secretarial duties for the Superintendent/President and members of the Board of Trustees.
[E]
4.
Prepare memorandums and reports for the Superintendent/President and the Board; write
other electronic and hard-copy correspondence; screen and route incoming
correspondence and take action as appropriate. Independently compose and prepare
responses to correspondence and other inquiries as appropriate for signature by the
Superintendent/President; type from rough drafts and printed or typewritten materials using
independent judgment in segregating items and arranging formats. [E]
5.
Serve as receptionist for the Office of the Superintendent/President and the Board; screen
visitors and telephone calls; provide accurate pertinent information regarding rules,
regulations, laws, and policies; relieve the Superintendent/President and the Board of
considerable administrative detail. Use considerable judgment in handling complex and
controversial matters, resolving informal complaints when appropriate, and informing the
Superintendent/President of their resolution. Make appropriate referrals to students and
community members as to appropriate channels to follow for grievances, complaints, and
resolution of issues. [E]
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function
6/2/10
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT/PRESIDENT
2
6.
Provide administrative assistance to the Board of Trustees members by composing and
preparing correspondence; preparing conference and travel requests; making
arrangements for travel and accommodations; preparing conference registrations and
submitting travel claims according to established procedures. Assist Board members in
filing election forms. Complete annual legal documents required by County, State, and
Federal laws for the Superintendent/President, Board, and staff.
7.
Provide administrative assistance to the Superintendent/President by composing and
preparing correspondence; preparing conference and travel requests; making
arrangements for travel and accommodations; preparing conference registrations and
submitting travel claims according to established procedures. Assist Superintendent/
President in completing annual legal documents required by County, State, and Federal
laws. [E]
8.
Serve as support staff to President’s Cabinet, Executive Management Team, the College
Steering Committee, and the Board of Trustees. Recommend items for agendas regarding
issues needing to be addressed. Research and compose resolutions to be considered for
Board action. [E]
9.
Track and monitor Superintendent/President and Board expenditures against the approved
budget.
10.
Coordinate revisions to Board of Trustees Policies and Procedures manual and submit to
President’s Cabinet, Academic and Classified Senates, and to the Board for adoption.
Distribute hard copies to binder holders and post revisions to Board’s Web site. Maintain
historical record of Board of Trustees Policies and Procedures manual. [E]
11.
Update Board of Trustees Web site; post agendas and minutes; update Board members’
biographies, meeting schedule, etc. Update college and Board of Trustees information on
educational affiliates’ websites. [E]
12.
Conduct research of problems and situations, consulting with involved staff members,
investigating policies and procedures, and gathering background materials; research
records and obtain information for other offices and agencies, as necessary.
13.
Remain current and confidential concerning problems, situations, and conditions of special
interest to the Superintendent/President and the district; exercise independent judgment
concerning matters requiring the Superintendent/President's attention to assure timely
action.
14.
Coordinate and conduct a variety of special projects and events as assigned. Provide
assistance, as needed, to the college Foundation. Work with other educational offices,
elected officials, and community leaders and agencies in coordinating specific activities and
ensuring successful accomplishments and/or results.
15.
Train and provide work direction to clerical assistants and student workers, as necessary.
16.
Perform related duties as assigned.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function
6/2/10
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT/PRESIDENT
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KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Applicable sections of State Education Code, Government Code, Code of Regulations, and other
applicable laws.
Modern office practices, procedures, and equipment.
Research methods and report-writing techniques.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience, courtesy, and professionalism.
Telephone etiquette and techniques.
Recordkeeping techniques.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies, and procedures and apply them in
a variety of procedural situations.
Exercise good judgment in recognizing scope of authority and exercising care in administrative
detail.
Maintain confidentiality in matters pertaining to the Board and the Superintendent/President.
Reason logically, drawing valid conclusions, and make appropriate procedural recommendations.
Analyze and resolve difficult and sensitive situations accurately and adopt an effective course of
action.
Identify and obtain information from outside sources.
Organize complex material and summarize discussions and actions taken in report form.
Plan and organize work.
Compose effective correspondence and reports independently.
Establish and maintain cooperative and effective working relationships with others.
Type 65 words net per minute from clear copy.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Work confidentially with discretion.
Work independently with little direction.
Meet schedules and timelines.
Maintain records and prepare reports.
Communicate effectively both orally and in writing.
Perform advanced-level word processing functions including complex formatting of documents.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic, and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to an Associate in Arts degree and three years of directly
related work experience.
LICENSES AND OTHER REQUIREMENTS:
Not applicable.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Provide work direction and task assignments to clerical assistants and student workers, as
necessary.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function
6/2/10
EXECUTIVE ASSISTANT TO THE SUPERINTENDENT/PRESIDENT
4
CONTACTS:
Board of Trustees members, administrators, faculty, management staff, students, local, state and
national elected officials, foundation donors, and the general public.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending, and stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; light to heavy repetitive use of
computer keyboard, mouse or other control device; ability to travel occasionally to a variety of
locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications personally, by phone and in writing, with a variety of individuals and/or groups
of individuals from diverse backgrounds on a regular, ongoing basis; ability to concentrate on
detailed tasks for extended periods of time and/or intermittently while attending to other
responsibilities; ability to work effectively under pressure on multiple tasks concurrently while
meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily busy office environment; frequent contact with and interruptions by individuals in
person or by phone; occasional exposure to demanding individuals; may be required to work
during day and/or evening hours, including occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
[E]=essential job function
6/2/10