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Executive Assistant to the Office of the Vice Chancellor

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 to the Office of the Vice Chancellor

Initial Screening Date11/13/2017

Pay Range:10 - at $80,388 to $113,172 (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 manage the Office of the Vice Chancellor, assuring that work is performed in a timely and accurate manner; represent the Vice Chancellor’s office as appropriate; perform a variety of highly responsible, confidential and complex secretarial and administrative support duties for a District Vice Chancellor; perform research and special projects as assigned; assist in facilitating the smooth flow of work and office operations; and to provide information and assistance to students, faculty and staff.


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 from a Vice Chancellor.

• Exercises functional and technical supervision over lower level secretarial staff or student assistants as assigned.


Knowledge of:

• Basic research methods and techniques.

• Budget preparation and monitoring.

• 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 State and federal laws and regulations.

• Interpersonal skills including tact, patience and diplomacy.

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

• Oral and written communication skills.

• Planning and organizational skills.

• Principles and practices of supervision and training.

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

• Receptionist and telephone techniques and etiquette.

• Statistical procedures and mathematical concepts.

• Techniques used in office management and public relations.


Ability to:

Communicate clearly and concisely, 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 complex reports, business correspondence and procedure manuals independently.

• Effectively present information in person or on the telephone.

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

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

• Establish, review and revise office work priorities.

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

• Independently compose correspondence and memoranda.

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

• Maintain accurate statistical and financial records.

• Maintain confidentiality of sensitive information.

• 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 and complex executive support work involving the use of independent judgment and personal initiative.

• Plan and organize work.

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

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

• Train and provide work direction to others.

• Type, format, proofread, duplicate and distribute documents and other written materials, such as reports, business correspondence and procedure manuals.

• 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 education and experience that would likely provide the required knowledge and abilities is qualifying.



Equivalent to an associate’s degree with major coursework in business, secretarial science or related field. A bachelor’s degree with major coursework in business or public administration is highly desirable.




At least five years of increasingly responsible secretarial experience, including three years of experience as an administrative assistant or secretary in an administrative office of a public agency, preferably in an educational environment.

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