Executive Administrative Assistant (Presidents Office)- Moreno Valley College

Riverside Community College District - Riverside, CA

Part-time - Entry Level

Riverside, CA

Educational Services

About the position

The Executive Administrative Assistant in the President's Office at Moreno Valley College is responsible for performing skilled secretarial and clerical duties under the supervision of the area administrator. This role supports Vice Chancellors or Presidents and involves managing schedules, handling communications, and providing administrative support to ensure efficient office operations.

Responsibilities

• Schedules, arranges and confirms appointments, meetings and conferences and maintains administrator's calendar; arranges travel accommodations.
• Greets visitors and answers and directs telephone, screening calls and visitors to the appropriate office; provides information and answers complex questions from students, staff and the general public regarding District/college programs, policies and procedures.
• Assists with preparations for a variety of campus/district activities including convocation, academic achievement ceremonies, receptions, luncheons, mixers, special events and banquets.
• Conducts tracking of monthly department staff attendance reports and student/hourly worker timesheets as directed.
• Composes correspondence, independently, on a variety of matters; develops, or prepares, letters, memoranda, forms, proposals, organizational charts, and/or minutes, which could be material of a confidential nature, from handwritten drafts, notes or oral instruction.
• Provides skilled secretarial work, technical and support to the administrator with minimal direction; maintains updated knowledge of District policies and procedures.
• Maintains department/program files and researches and assembles information as needed.
• Performs a wide variety of data entry information utilizing specific data formats and various software; checks and reviews data for completeness and conformance with established processes and procedures.
• Prepares, receives, reviews, checks formatting and submits Board reports.
• Researches and prepares a variety of reports, including narrative and statistical, as directed by administrator.
• May assist in developing a variety of surveys and compiling the results.
• May acquire vendor quotes for capital outlay projects and provides recommendations regarding vendor selection; orders, inventories, stores and issues department/program office supplies.
• Maintains the internal website for the department including uploading content and updating electronic forms for District use.
• Maintains a variety of complex files, budget records and other fiscal records.
• Monitors budget, reserving funds for unexpected office needs and campus/office emergencies; maintains internal records to check against Galaxy; discusses discrepancies between the two with office staff; keeps administrator apprised of discrepancies.
• Operates and maintains a variety of office equipment.
• Opens all mail directed to the administrator, scans for content, highlights important information and sorts mail in order of importance; screens e-mail.
• Tracks and verifies invoices; prepares requisitions using District's software package.
• Participates in District-provided in-service training programs.
• Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.
• Performs other duties, related to the position, as assigned.

Requirements

• Graduation from high school, or GED equivalent, and completion of 60 semester or 90 quarter units of college coursework from an accredited institution which include completion of business courses related to the position is required.
• At least seven years of varied secretarial experience, which includes four years working for executive level administrators. Secretarial experience in a community college or other educational office environment is preferred.
• Knowledge of Microsoft Office software package (Word, Excel, Access, Power Point); Galaxy, Datatel; modern office practices and equipment.
• Ability to operate modern office equipment, including, but not limited to, calculator, scanners, copiers, fax machines, telephone, smart phones, tablets, computers; take dictation or use Fastnotes as necessary; spell correctly; communicate, using good English, orally and in writing; compose correspondence independently; keyboard at a speed of not less than 50 net words per minute; index and file; interpret and explain policies and procedures; deal effectively with public officials; establish and maintain an effective working relationship with others.

Benefits

• Health and welfare benefit package for employees and legal qualifying dependents.
• 13 holidays observed each year.
• 12 days of vacation per year through the first five years of service, increasing with tenure.
• Sick leave accrued at one day for each month of service with no limit on accrual.