ALAMO COMMUNITY COLLEGE DISTRICT JOB DESCRIPTION
 Exempt

Job Title   : ADMINISTRATIVE ASSISTANT TO THE CHANCELLOR (2516)
Completion Date  : 08/11/1998
Policy Group   : Exempt-Administrators & Professionals

PURPOSE:

Providing business or administrative recommendations to others inside or outside the College or District that will be used to make decisions.

ORGANIZATIONAL IMPACT

Advisory Services or Work Leadership.  The employee provides direct services to customers or collaborates with other professionals by one or more of the following: - Personally assessing situations, obtaining necessary information, drawing conclusions and recommending and/or implementing courses of action in accord with normal practices and procedures. - Advising or training other professionals. - Helping organize the activities and output of fellow workers on a day-to-day basis as a working supervisor or work leader.

REPORTS TO:  The Chancellor

DUTIES:*

1. Manage and coordinate the administrative functions within the offices of the Chancellor and Executive Vice Chancellor.  Address and resolve routine office matters and supply and equipment needs.

2. Compose, assemble, and prepare documents for the Chancellor's signature to include highly confidential and/or complex materials, forms, reports, manuscripts, grant proposals, etc.

3. Receive calls/correspondence directed to the 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.  Maintain log on receipt and disposition of legal documents such as service notices, subpoenas, production requests, etc.

4. Schedule/coordinate all meetings, appointments, conferences, and travel for the Chancellor. Maintain calendar to preclude/resolve conflicting appointments.

5. Prepare agendas; attend meetings; take and transcribe minutes.

6. Assist 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.

7. Assist with interpretation of policy to faculty, staff, students, and visitors and serve as a resource for the institution.

8. 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 Chancellor and/or appropriate individuals as needed.

9. Establish and maintain effective working relationships with Chancellor's staff, officials, and the general public.

10. Regulate flow of correspondence, forms, and other documents to/from Executive offices, ensuring proper coordination/approvals.

11. Supervise and/or serve as a leader or resource person for other support staff members within Executive offices to include hiring, training, terminating, etc.

12. Serve as liaison between the Board, the Chancellor, the institution, and the community.

* 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 Chancellor in a professional manner, and make decisions using discretion and sound judgment.

JOB EMPOWERMENT

Once given general assignments, the employee determines priorities and defines what should be done and how to do it.  The employee has the ability to change his/her own, or a subordinate's procedures or approaches as appropriate for getting the job done.  Review of the employee's work results is after the fact, usually occurring at the end of a week or longer.

MANAGEMENT OF PEOPLE

The employee is accountable for total performance/capability management of others including selection, termination, performance appraisal, salary administration, and career development.

APPLICATION OF KNOWLEDGE

(+)  The primary results expected of the employee are completion of multiple, complex duties at an advanced technical skill level.  The employee completes duties that require careful planning and organizing in order to achieve end results.  This typically requires specialized course training or job experience of about two to four years.

PROBLEM ANALYSIS

The employee deals with issues or problems that often require thoughtful reasoning before coming up with approaches or solutions.  The search for solutions may be accomplished relatively quickly.  However, the search may require more study based on standards or approaches defined by management or the proper professional/technical discipline.

STUDENT/COMMUNITY INTERACTION

The employee often deals with students or members of the community.  The employee must have skill to understand and influence others.

CONSTITUENT RELATIONSHIPS

The employee must frequently seek cooperation from, persuade, or influence others.  The employee must develop relationships and persuade others to resolve problems, change people's minds, or directly produce customer satisfaction.  This level usually includes jobs which assign and review work of other employees.  The employee, however, does not have accountability for formal management of others.

MINIMUM AND PREFERRED EDUCATION

Minimum: An Associate's degree (two-year program or two to three years of college) or equivalent.

Preferred: A Bachelor's degree.

MINIMUM AND PREFERRED EXPERIENCE

Minimum: Five to eight years.

Preferred: Nine to twelve years.

Specifically, the position requires five to eight years of progressive secretarial/office administrative experience with at least two years of recent service in an executive office.  Additional experience/professional training may substitute for education and vice versa.

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Note:  "(+)" indicates that an "intermediate" definition was selected for this factor.  The statement applies to the lower level.
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Incumbent signature          Date

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