Administrative Assistant, Chancellors Office (Confidential)

$68,448 - $94,464/Yr

Ventura County Community College District - Ventura, CA

Full-time - Entry Level

Ventura, CA

Educational Services

About the position

The Administrative Assistant in the Chancellor's Office plays a crucial role in providing comprehensive administrative support to the Chancellor and their administrative designee. This position involves performing a wide range of sensitive and highly responsible office functions that require confidentiality and discretion. The Administrative Assistant will be responsible for managing communications, coordinating activities with various stakeholders, and assisting in the development and implementation of office procedures. This role demands a high level of professionalism and the ability to handle confidential information with integrity. In this position, the Administrative Assistant will serve as a point of contact for faculty, staff, students, and the public, providing information and assistance that may require judgment and tact. The role includes screening visitors and calls, coordinating activities with other departments, and assisting with technical and administrative tasks. The Administrative Assistant will also be involved in research and data management, ensuring that information is accurately compiled and maintained in various systems. The responsibilities extend to composing and processing a variety of documents, maintaining financial records, and assisting in the preparation of Board and committee agendas. The Administrative Assistant will also manage the Chancellor's calendar, schedule appointments, and arrange travel as needed. Additionally, the role includes maintaining filing systems, ensuring the confidentiality of records, and providing guidance to other staff members as assigned. Overall, this position is integral to the smooth operation of the Chancellor's Office and requires a proactive and organized individual who can thrive in a dynamic office environment.

Responsibilities

• Provide general and specialized information and assistance to faculty, staff, students, and the public.
• Coordinate activities with other District departments and personnel, members of the Board, and outside organizations.
• Assist with technical and general administrative work pertaining to operational matters.
• Research, collect, and compile information from various sources.
• Assist in the development and implementation of improvements to internal workflow and procedures.
• Compose, format, edit, and process correspondence and reports using appropriate software.
• Maintain current financial and budget information; monitor budget expenditures.
• Assist in the development of Board and committee agendas; input items into BoardDocs.
• Take and transcribe dictation, including confidential material; record and transcribe minutes from meetings.
• Schedule and confirm appointments and meetings; maintain an administrator's calendar.
• Establish and maintain complex filing systems including confidential files.
• Ensure the integrity, accuracy, and confidentiality of records and information.
• Open, route, and sort mail; prioritize matters for the administrator.
• Train and provide work direction and guidance to others.

Requirements

• A bachelor's degree from a recognized college or university.
• Three years of increasingly responsible administrative secretarial experience.
• Knowledge of the functions of the District and the role of an elected Board.
• Understanding of office management principles and practices.
• Proficiency in computer applications such as word processing, spreadsheets, and databases.
• Ability to type/keyboard at 60 net words per minute from clear copy.
• Ability to take dictation at a speed necessary for successful job performance.
• Strong organizational skills and the ability to manage multiple tasks under pressure.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with BoardDocs and other administrative software.
• Advanced skills in data analysis and report preparation.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• Retirement savings plan (401k).
• Paid holidays and vacation time.
• Professional development opportunities.