Executive Administrative Assistant, Information Technology

College Of The Desert - Palm Desert, CA

Full-time - Entry Level

Palm Desert, CA

101-250 employees

Educational Services

About the position

The Executive Administrative Assistant for Information Technology at the College of the Desert plays a crucial role in ensuring the smooth operation of the office under the direction of a Vice President. This position involves a variety of complex administrative and technical duties that are essential for maintaining efficient office operations. The Executive Administrative Assistant will be responsible for relieving the administrator of technical clerical and administrative duties that have a district-wide impact. This includes handling sensitive issues related to students, faculty, and administrative matters with discretion and professionalism. In this role, the Executive Administrative Assistant will be tasked with researching, collecting, analyzing, and compiling data for reports, as well as maintaining complex files and records related to district operations, programs, and expenditures. The position requires a proactive approach to office management, including organizing and coordinating office functions and activities to ensure effective operations. The assistant will also be responsible for developing new systems and procedures in response to new policies or directives, and assisting with their implementation after securing necessary approvals. The Executive Administrative Assistant will interact with various stakeholders, including students, faculty, and the public, providing information and support as needed. This role also involves attending meetings, providing administrative assistance to committees, and preparing materials for board meetings. The assistant will manage budgets related to district, state, and federal requirements, including grants and contracts, and will be responsible for scheduling appointments and meetings, as well as arranging travel for administrative staff. Overall, this position is integral to the success of the Information Technology department and the College of the Desert as a whole.

Responsibilities

• Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations.
• Interact with all areas of the college, students, and the public, handling sensitive and confidential issues with discretion.
• Perform various secretarial and administrative duties including answering telephones, greeting visitors, and providing information.
• Compose, prepare, and type a variety of correspondence, memos, reports, and other materials specific to the assignment.
• Organize and coordinate office functions and activities to ensure efficient operations.
• Develop new and improved systems and procedures as a result of new policies or directives.
• Research, analyze, and prepare information on various topics for dissemination to the public while maintaining confidentiality.
• Attend meetings and provide staff support and administrative assistance to committees and projects as assigned.
• Develop and maintain accurate filing systems and records to support office functions.
• Process documents specific to the office according to established procedures.
• Operate office machines including computers, photocopiers, and other office equipment as assigned.
• Compile, oversee, and report on budgets for district, state, and federal requirements including grants and contracts.
• Schedule appointments and meetings, accommodating schedules and notifying appropriate individuals of meeting times and locations.
• Arrange for administrative, faculty, and staff development events and travel in relation to the office.

Requirements

• Experience in providing administrative support in an educational or similar environment.
• Strong organizational skills and the ability to manage multiple tasks effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in office software applications, including word processing and spreadsheet programs.
• Ability to handle sensitive and confidential information with discretion.
• Experience in budget management and financial reporting.

Nice-to-haves

• Experience working in a higher education environment.
• Familiarity with student services and support programs.
• Knowledge of diversity, equity, and inclusion practices in an educational setting.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.
• Flexible scheduling options.