JOB
Under the direction of the Superintendent/President, the Executive Coordinator serves as the chief executive support staff to the Superintendent/President and the coordinator of Governing Board administrative functions for the District; serves as recorder for the Governing Board, acts as liaison between the Superintendent/President, Governing Board, District Counsel, administration, faculty, staff and the community; coordinates assigned activities with other departments and outside agencies; supervises assigned clerical staff and coordinates operations of the Superintendent/President/Governing Board's Office.
EXAMPLE OF DUTIES
Works cooperatively with the Superintendent/President and Executive Council to carry out the District's mission, goals and objectives of the College. Assists and oversees preparation of strategic planning agendas, minutes and documents.Manages the format, updates and distributes the District's policies and procedures. Verifies references and prepares, develops, and recommends new policies and procedures. Interprets District policies and procedures in accordance with legal support from the CCLC.Monitors the budgets for the Superintendent/President, Governing Board, and other budgets under the Superintendent/President's responsibility. Ensures that expenditures are correctly recorded and account balances are sufficient to cover costs; makes recommendations to the Superintendent/President on expenditures and allocations.Anticipates needs and initiates activity to resolve minor problems; responds to and assists the Superintendent/President in responding to difficult and sensitive inquiries, complaints and requests for information and assistance. Assists District counsel in preparing materials for legal matters.Coordinates and establishes office procedures for the Superintendent/President and Governing Board.Plans, organizes, coordinates, and directs office workflow in the office of the Superintendent/President and Governing Board ensuring timelines are met; Collaborates with personnel and oversees final production of Board agendas and presentations for the Board.Coordinates, compiles, organizes, prepares and oversees the development and duplication of Board agendas, minutes, Board meeting materials and the annual agenda planning calendar.Prepares agenda, meeting calendar and materials for Management meetings and College Governance Council meetings; responsible for taking and distributing minutes as requested.Attends regular and special meetings as well as retreats of the Governing Board, records minutes, prepares minutes, distributes minutes and maintains official records of Board minutes, agendas and resolutions.Serves as liaison for the Governing Board and Superintendent/President with the community and staff via the District's website.Assists the Superintendent/President in general administrative operations, maintaining information for the Board Resource Manual, interpreting Brown Act regulations, projects such as organization of trustee boundaries within the District and Board elections.Works with interview chairs and Human Resources in second interview schedules with the Superintendent/President for faculty and management hiring.Coordinates staff recognition materials and events; coordinates receptions and social functions and meetings for the Superintendent/President with the staff and community.Maintains appointment schedules and calendars; arranges meetings, conferences, workshops, appointments for Superintendent/President and Governing Board members.Composes correspondence on own initiative on matters not requiring personal responses of the Superintendent/President; researches, and compiles statistical and narrative data for reports; responds to various surveys, in collaboration with Office of Research and Planning.Screens mail for crucial and confidential matters requiring the Superintendent/President's immediate attention.Monitors filing of statements of economic interests for designated employees of the District; prepares necessary correspondence for annual assuming and leaving office statements; maintains official District files for economic interest statements.Types and prepares information of a confidential nature, including responses from the Superintendent/President and Governing Board to grievances and legal matters; receives and distributes, as directed, collective bargaining information. Prepares monthly expense reports for Superintendent/President.Makes comprehensive travel arrangements and prepares and oversees documentation for travel requests and reimbursements for Superintendent/President and Board members.Oversees monthly compensation reports for Governing Board. Oversees parking permit system for Superintendent/President and Governing Board.Assists the Governing Board President with tabulating Governing Board's self-evaluation; prepares and distributes the evaluation instruments for the Superintendent/President and the Governing Board.Establishes and maintains records and files for the Superintendent/President and Governing Board; oversees record retention.Assists and works with auditors and consultants, vice presidents, Human Resources, and PIO on various administrative projects.May be required to assist with collective bargaining including taking notes during negotiations. Performs additional duties as assigned.
SUPPLEMENTAL INFORMATION
Language Skills: Ability to read, interpret, apply and explain District policies, procedures and regulations. Ability to analyze situations carefully and adopt effective courses of action.Ability to communicate clearly and concisely, both orally and in writing.Ability to compile information and compose reports, correspondence and procedure manuals using correct English, grammar, spelling, punctuation and vocabulary.Ability to review, edit and proofread written documents for completeness and accuracy.Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.Reasoning Ability: Ability to solve practical problems and deal with variables in situations.Ability to interpret a variety of instructions from a written form, general oral, diagram or schedule form.Other Skills and Abilities: Record and transcribe information accurately.Efficient and effective communication techniques and etiquette.Demonstrate a sensitivity to relate to persons with diverse, socioeconomic, cultural and ethnic backgrounds, including the disabled.Work independently on a variety of complex projects and detailed tasks with speed and accuracy.Exercise good judgment in recognizing the scope of authority and exercising care in administrative detail.Establish and maintain cooperative and effective working relationships with others using tact, patience and courtesy.Demonstrate knowledge of modern office practices, record keeping techniques, procedures, research methods and equipment.Manage office operations meeting demanding schedules and multiple timelines.Operate computer terminal, copier, calculator.Perform advanced level word processing functions (i.e., Word, Power Point), spreadsheet (i.e., Excel), and data base documents.Office management techniques to include preparation of analytical data such as charts and graphs.Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information and hear and understand voices over telephone and in person. Employees in this classification are occasionally required to attend meetings or to pick up or deliver materials at other campus locations.Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds.Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less), ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).Work environment: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee regularly is subjected to frequent interruptions. The work environment is moderately noisy.