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Executive Assistant, Office of the Chancellor and Trustee Services

South Orange Community College District

Mission Viejo, California 92692
Job Type:
Job Status:
Full Time
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Job Details

South Orange County Community College District


Executive Assistant, Office of the Chancellor and Trustee Services

Initial Screening Date11/14/2017


Pay Range:08 - at $72,948 to $102,636 (salary placement in the salary range will be based upon comparable experience and qualifications; increases are given annually thereafter up to highest step)


The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).



PLEASE NOTE: In order to be considered for this opening, you must apply through the District website at https://jobs.socccd.edu


Summary Description:

To assist the Manager, Office of the Chancellor in providing executive assistance and relief to the Chancellor and members of the Board of Trustees; assist in coordinating and maintaining the operational aspects of the Office of the Chancellor on a day-to-day basis, ensuring that the office is run in an efficient, timely and accurate manner; assists in facilitating the smooth flow of work and office operations; attend Board docket meetings and meetings of the Board and assist in ensuring that Board agendas, minutes and other legal documents are prepared and distributed according to legal requirements as assigned by the Chancellor; represent the Chancellor’s office as appropriate and as assigned; assist in creating a communicative and friendly environment to promote positive interaction between the Chancellor, Board members, administrators, staff, faculty, students and the public; provide confidential and discreet service on behalf of the Chancellor and the members of the Board of Trustees as assigned; perform a variety of responsible and confidential secretarial and administrative support work for the Chancellor and members of the Board of Trustees as assigned; perform research and special projects as assigned and provide a wide variety of information and assistance to the Chancellor, Board members, administrators, faculty, staff, students and the public.


To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.



• Receives direction and supervision from the Chancellor; Manager, Office of the Chancellor and Trustee Services; members of the Board of Trustees; and others as assigned.

• May supervise or provide work direction to others as assigned.


Knowledge of:

• Basic research methods and techniques. 

• Budget preparation and administration.

• Correct English composition, grammar, spelling and vocabulary.

• Current word processing, spreadsheet and database programs, methods and techniques. 

• District and College organization, operations and objectives.

• District and College policies and procedures.

• Interpersonal skills including tact, patience and diplomacy. 

• Learn applicable State and federal laws and regulations.

• Office management methods, procedures and techniques.

• Operation of computer, peripherals and software programs, including management information systems, database management, spreadsheet, word processing and specialized software.

• Oral and written communication skills. Parliamentary procedure.

• Planning and organizational skills.

• Principles and techniques used in public relations.

• Principles, practices and procedures of business letter writing, data collection, financial and statistical recordkeeping and report preparation.

• Receptionist and telephone techniques and etiquette. 

• Statistical procedures and mathematical concepts.


Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.

• Communicate clearly, concisely and effectively, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary, with diverse constituencies within and outside of the District.

• Compile information and write reports, business correspondence, speeches, presentations and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.

• Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

• Effectively present information in person or on the telephone to students, staff or the public.

• Establish and maintain cooperative and effective working relationships with those contacted in the course of work.

• Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.

• Learn and correctly interpret, apply and explain the policies, procedures and regulations related to the function to which assigned.

• Learn quickly to interpret, apply and explain complex and technical State and federal laws and regulations related to assigned program.

• Maintain accurate statistical and financial records. 

• Maintain confidentiality of sensitive information. 

• Maintain the security of confidential materials.

• Operate office equipment such as computer, printer, calculator, copier and facsimile machine.

• Operate word processing, desktop publishing, spreadsheet, data base management and specialized software proficiently.

• Perform assigned work with speed and accuracy.

• Perform responsible work involving use of independent judgment and personal initiative. 

• Plan and organize work.

• Relate effectively to people of varied academic, cultural and socioeconomic background using tact, diplomacy and courtesy.

• Respond to requests and inquiries from Board members, administrators, faculty, staff, students and the public. 

• Type and transcribe at a speed necessary for successful job performance.

• Type, format, proofread, duplicate and distribute documents and other written materials.

• Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.

• Use sound judgment in recognizing scope of authority. 

• Work effectively with minimal supervision.


To Apply:

Please visit the District’s Employment Opportunities website at https://jobs.socccd.edu for a detailed job description, to learn more about the District and to complete an on-line application.  


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  




Education and Experience Guidelines:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.



Equivalent to an AA degree with major course work in business or public administration or other relevant field. A bachelor’s degree is highly desirable.



At least three years of increasingly responsible experience providing administrative support. Experience in an executive office or a public agency, preferably in an educational environment, is highly desirable.

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