ALAMO COMMUNITY COLLEGE DISTRICT
Non-Exempt
Job Title : ADMIN ASST TO VICE CHANCELLOR (1221)
Policy Group : Nonexempt-Clerical/Maintenance/Technical
PRIMARY IMPACT:
Provides standard administrative, technical, or production services or information that supports others, and/or organizes data and information that is used and analyzed by others.
DUTIES:*
1. Manage and coordinate the
administrative functions within the office of the Vice Chancellor. Address and resolve routine office matters
and supply and equipment needs.
2. Receive calls/correspondence
directed to the Vice Chancellor and screen/redirect to office of primary
responsibility as appropriate; assist callers/visitors whenever possible
following established policies and procedures and within authorized
limits. Assist in maintaining log on
receipt and disposition of pertinent documents such as correspondence, records,
reports, invitations, service notices, subpoenas, production request, etc (as
applicable).
3. Schedule/coordinate all
meetings, appointments, conferences, and travel for the Vice Chancellor. Maintain calendar to preclude/resolve
conflicting appointments.
4. Prepare agendas; attend
meetings; take and transcribe minutes.
5. Assist the Vice Chancellor
and the Executive Assistant to the Vice Chancellor in the maintenance and
preparation of budget(s) and perform complex accounting procedures. Work with district administrators, vendors,
and accounting personnel on budget matters.
Resolve problems.
6. Assist with interpretation of
policy to faculty, staff, students, and visitors and serve as a resource for
the institution.
7. Answer inquiries, follow up
on routine activities, and respond to problems or complaints without
supervision based on standard practices and procedures. Communicate relevant information to the Vice
Chancellor and/or appropriate individuals as needed.
8. Establish and maintain
effective working relationships with Vice Chancellor’s staff, officials, and
the general public.
9. Regulate flow of correspondence,
forms, and other documents to/from Executive offices, ensuring proper
coordination/approvals.
10. Will assist as a leader or
resource person for other support staff members within Executive offices at the
direction of the Vice Chancellor and/or the Executive Assistant to the Vice
Chancellor.
* Any one position may not include all of the
duties listed, nor do the examples necessarily include all of the duties
performed.
KNOWLEDGE/SKILLS/ABILITIES:
Extensive knowledge of English grammar, syntax,
spelling, punctuation, composition, word processing software, databases,
spreadsheets, and office management policies and procedures. Exceptional knowledge/use of political and
organizational protocol.
Excellent communication and interpersonal skills required
for dealing with complex, confidential issues and high-level administrators;
effective supervisory/leadership skills.
Ability to perform highly responsible administrative
duties, communicate professionally (orally and in writing), type 50 wpm, and
accurately take and transcribe notes.
Demonstrated ability to maintain confidentiality, prioritize work, work
independently, represent the Vice Chancellor in a professional manner, and make
decisions using discretion and sound judgment.
The employee follows existing procedures to which
he/she can make some changes to solve problems.
Progress or results of work is periodically checked and prior approval
is required before changing standard work procedures (for example, coordinating
and scheduling meetings and events).
LEADERSHIP OF PEOPLE
Work flow management of a unit including training
and contribution to performance appraisal (but not the full complement of
management duties).
VERBAL COMMUNICATION SKILLS
Discussing unique or non-recurring issues with
others which may involve converting specialized terms into everyday language to
ensure understanding.
WRITTEN COMMUNICATION SKILLS
Composing letters, memos, or reports or a routine or
recurring nature.
PROBLEM ANALYSIS
The
employee typically has to deal with issues or problems that often require
assessment and reasoning before coming up with an approach or solution. The search for solutions may be accomplished
quickly, but usually requires assessment and analysis of various alternatives
based on standards or approaches defined by management or the appropriate
professional/technical discipline.
MINIMUM
Minimum: An Associate’s degree or equivalent.
Preferred: An
Associate’s degree or equivalent.
MINIMUM AND PREFERRED EXPERIENCE
Minimum: Five
to eight years.
Preferred: Five
to eight years.
Specifically, the position requires five years of
progressive secretarial/office administrative experience preferably with at
least one year of recent service in an executive office. Additional experience/professional training
may substitute for education and vice versa.
Note: “(+)” indicates that an “intermediate”
definition was selected for this factor.
The statement applies to the lower level.
Supervisor signature
___________________________________
Date _____________