Director, Board and Executive Services, Strategic Initiatives, and Government Relations

DESCRIPTION

Under the direction of the Superintendent/President, coordinates, oversees, and manages a wide variety of advanced, specialized, sensitive, confidential, and complex tasks. The position is responsible for preparing agendas and official minutes of the Antelope Valley Community College District (AVCCD) Governing Board. The position is responsible for project oversight and management of special projects for the District in coordination with the Executive Council, with a particular focus on cross-divisional projects aligning with institutional goals and priorities. The position requires thorough knowledge of the President’s Office, Board of Trustees, regulatory legislation (e.g. the Brown Act, etc.), and District policies, procedures, and operational details. Represents the Superintendent/President through collaboration with the Marketing and Public Information Office on strategic legislative affairs and governmental relations for the District which promote advocacy and legislative priorities for District programs, services, and activities with federal, state, and local public agencies. Supports administration in the preparation of reports and documents for the Board of Trustees. Participates as a member of the Superintendent/President’s Executive Council, manages meeting agendas, and works on other assigned councils and committees. Provides lead-level guidance to classified and confidential staff and performs related duties as assigned

REPRESENTATIVE DUTIES

E = indicates essential duties of the position

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

• Provides administrative assistance to the Superintendent/President by coordinating and maintaining the calendar; scheduling meetings; coordinating appointments and workshops. Organizes and coordinates the flow of activities through the office in relation to priorities, schedules, and deadlines. Organizes and performs confidential, varied, and highly complex administrative duties for the Superintendent/President and the Board of Trustees. (E)
• Processes administrative details not requiring the immediate attention of the Superintendent/President; prepare information needed in administrative decisions and in facilitating implementation of policies and programs. (E)
• Acts as an information resource regarding the College’s policies and procedures; provides information where judgment knowledge and interpretations are used, especially in the proper handling of confidential information. (E)
• Assembles, prepares and distributes Board of Trustees agendas and supplemental materials; takes minutes and transcribes dictation including confidential material; attends a variety of meetings, including AVCCD Board of Trustee meetings, and records proceedings; prepares comprehensive official minutes; maintains official records of Board of Trustees minutes. Arranges for setup of room for Board of Trustees and other related meetings as required. (E)
• Prepares memorandums and reports for the Superintendent/President; write other electronic and hard-copy correspondence; screens and routes incoming correspondence and takes action as appropriate. Independently composes and prepares responses to correspondence and other inquiries as appropriate for signature by the Superintendent/President; types from rough drafts and printed or typewritten materials using independent judgement in segregating items and arranging formats. (E)
• Maintains an index of Board actions for historical and reference purposes. (E)
• Coordinates and prepares all necessary items in preparation for the Executive Council, President’s Advisory Council, Administrator’s Council, and other similar assigned meetings. (E)
• Oversees the activities and actions of federal, state, and local governmental lobbyists; facilitates interaction between administrative staff, the Board of Trustees, and appropriate staff with lobbyists, governmental officials, and other persons of influence related to the District’s short and long-term goals and objectives. (E)
• Provides strategic and innovative advice to the Superintendent/President in the design, implementation, and continuous improvement for District-wide special projects, taskforces and advisory committees; collects and gathers data for reports and inquiries. (E)
• Plans and coordinates advocacy visits to local, state, and federal officials. Plans and coordinates annual advocacy visits to local governments in surrounding cities, Chambers of Commerce, and other agencies. (E)
• Selects, trains, motivates, and directs the assigned department personnel; evaluates and reviews work for acceptability and conformance with department, institutional, and brand standards, including program and project priorities and performance evaluations; works with employees on performance issues; responds to and addresses staff questions and concerns. (E)
• Serves as recording secretary to the Board by compiling, proofreading, and posting agenda materials; preparing drafting, and foiling records of official Board minutes; and by researching Board actions, Education Code sections and Brown Act for compliance as requested. (E)
• Oversees compliance with Conflict of Interest filings for Board, Superintendent/President, and designated administrators. (E)
• Coordinates and arranges meetings, conferences, travel appointments speaking engagements, project timelines, interviews, and special events for the Superintendent/President and Board members. (E)
• Plans and coordinates all Board-sponsored events and events sponsored through the Superintendent/President’s office. (E)
• Provides confidential administrative support functions and office management for the Superintendent/President and Governing Board members (E)
• Demonstrates sensitivity and emotional intelligence and the ability to deescalate tense situations while solution seeking. (E)
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE:

Minimum Qualifications:

• A Bachelor’s Degree or equivalent post-secondary with coursework in business administration, public policy, secretarial science, communications or related field;
• Five (5) years increasingly responsible secretarial experience including at least three (3) years in an administrative office of a large public sector or nonprofit organization.
• Any combination of experience and training that demonstrates the ability to successfully perform the essential duties of this position will be considered.
• Commitment to equity-based leadership and programming that ensures equitable access and support to eradicate disproportionate impact gaps.
• Sensitivity to and understanding of, the diverse academic, socioeconomic, cultural, differing abilities, and ethnic backgrounds of community college students, passion for the pursuit of DEIA principles and actions and how that positively impacts the organization, and how positive leadership successfully promotes the achievement of all students’ educational goals.

Desirable Qualifications:

• Experience in Higher Education
• Fluency in multiple languages

LICENSE, CERTIFICATES, AND OTHER REQUIREMENTS:

• This position is expected to be a Notary Public. (If not currently certified, can be attained after employment).

KNOWLEDGE OF:

• Equity-based principles and leadership in higher education.
• Higher education in community colleges, including the mission of the California Community Colleges.
• Participatory governance within the California Community College System.
• The role and responsibilities of a public governing board and applicable state law, code and regulations governing the conduct of public meetings and maintenance of public records including the Brown Act, Fair Political Practices Act, etc.
• College organization, Governing Board Policies and Procedures, administrative regulations and provisions of the California Education Code and California Code of Regulations applicable to areas of assigned responsibilities.
• Standard principles and practices of public administration, including budgeting, purchasing and maintaining public records.
• Advanced uses of standard business and specialized software applicable to areas of assigned responsibility.
• Demeanor and professional behavior appropriate to an executive office, public meetings, and interactions with others on behalf of the Superintendent/President and Governing Board.
• College goals, objectives, policies, procedures, and practices applicable to area of assignment.
• Applicable federal, state and local laws, rules, and regulations.
• Principles of strategic planning, project management, program development, and program review.
• Principles of business letter writing and report preparation.
• Office productivity software applications, including word processing, spreadsheets, email, and presentation software.
• Budget preparation and control that sustains the mission of the college and student success; grant-funded program compliance.
• Effective collaboration, communication, and consensus-building techniques.
• Principles and practices of management, supervision, and training.
• Interpersonal skills using tact, patience, and courtesy.
• Safety policies and work practices applicable to the work being performed.
• Applicable Administrative Procedures, Human Resources Procedures and collective bargaining agreements.

ABILITY TO:

• Plan, organize and implement the administrative and technical support functions of a Superintendent/President’s office and the Governing Board in a sensitive and highly visible organizational environment requiring management of multiple and changing priorities.
• Communicate information accurately and effectively orally, electronically, and in writing across various and diverse audiences and constituent groups and with discretion; understand requests for information and/or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Analyze problems, identify alternatives and project consequences of proposed actions and implementation in support of the Superintendent/President and Governing Board goals.
• Understand, interpret explain and apply applicable laws, codes, regulations, policies and procedures.
• Understand and follow written and oral instructions
• Operate a computer and use standard business software
• Establish and maintain effective working relationships
• Represent the Superintendent/President, Governing Board and College effectively in dealing with students, college employees and leadership, community groups and elected officials
• Uphold the college’s mission, values and objectives
• Provide effective leadership in the management, supervision, and evaluation of the work of others.
• Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
• Travel to multiple educational sites to fulfill duties.
• Promote and develop partnerships with educational and community organizations.
• Work as liaison for communications between administrators, students, and the community at large.
• Work cooperatively with and coordinate projects with other administrators and staff.
• Support an inclusive work environment that fosters diversity, respect, and engagement.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; and meet critical time deadlines.
• Maintain accurate and well-organized records.
• Work evenings and weekends as required.

OTHER INFORMATION

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:

• Provides work direction to classified employees, student workers, hourly workers, and volunteers.
• Provides lead-level guidance to Senior Administrative Assistants and other Clerical workers.

CONTACTS: Administrators, government officials, staff, students, faculty, vendors, community constituents, contractors, public, and co-workers.

PHYSICAL EFFORT: (The physical and mental demands described here are representative of those employees may need to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.)

• Requires the ability to exert physical effort, such as walking, standing, and light lifting.
• Ability to operate office equipment.
• Tasks require extended periods sitting and at a keyboard.
• Employees are frequently required to walk and stand.
• Reading and interpreting complex documents.

WORKING CONDITIONS:

• Typical office environment
• Subject to variable work hours
• Frequent interruptions
• The employee must travel to locations other than the assigned work site and may be required to work evenings and weekends

APPLICATION PROCESS:

This position requires the following documents to be attached to your online application in order to be considered:

• Application
• Letter of Intent (Cover Letter)
• Current Resume
• Transcripts confirming all course work

Applications with incomplete information (i.e., statements such as "see resume") or missing documents will not be considered.

SUPPLEMENTAL INFORMATION:

• Each recruitment is conducted independently from others; therefore, interested parties need to submit separate complete application packages for each position they apply for.
• Applicants may be subject to passing an examination (written/technical), as appropriate to the requirements of the position.
• Residency within a reasonable geographical area of the college may be necessary.
• Travel expenses for pre-employment interviews and employment processing will not be authorized.

VISA

AVC does not sponsor visas.

ACCOMMODATIONS

If you have any questions or concerns/if you require accommodation for the application process in compliance with the Americans with Disabilities Act, please contact the People, Culture, and Talent (HR) department at (661)722-6311.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND COMMITMENT TO DIVERSITY
Antelope Valley Community College District (AVC) is committed to employing administrators, faculty, and staff members who are dedicated to student success. AVC recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.

AVC is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state laws and regulations. To find out more about AVC, please visit our website at avc.edu.

Thank you for your interest in employment opportunities with Antelope Valley Community College District.
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Annual Security Report is provided by Antelope Valley College for prospective students and employees.