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Manager, Office of the President

SADDLEBACK COLLEGE


Location:
Mission Viejo, California 92692
Date:
04/25/2018
2018-04-252018-05-25
Job Type:
Employee
Job Status:
Full Time
SADDLEBACK COLLEGE
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Job Details

Saddleback College

 

Manager, Office of the President

Initial Screening Date: 05/14/2018

 

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)

 

Classification Benefits:

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).

 

 

Summary:

To manage the Office of the President of an assigned community college, and to provide executive assistance and relief to the President by serving in a lead capacity to manage, coordinate and maintain the operational aspects of the Office of the President on a day-to-day basis, ensuring that the office is run in an efficient, timely and accurate manner; facilitate the smooth flow of work and office operations; attend College Council meetings, prepare minutes and distribute accordingly; represent the President’s office as appropriate; create a communicative and friendly environment to promote positive interaction between the President, governance groups (i.e. Academic Senate, Classified Senate and Associated Student Government), administrators, staff, faculty, students and the public; provide confidential and discreet service on behalf of the President; and perform a variety of highly responsible, confidential and complex secretarial and administrative support work for the President to meet deadlines and time constraints; perform research and special projects as assigned, provide training, supervision and technical work direction to the Senior Administrative Assistant, Office of the President, and provide a wide variety of information and assistance to the President and college and district 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.

 

 

SUPERVISION RECEIVED AND EXERCISED:

Receives direction and supervision from the College President. 

Provides training, supervision, and technical work direction in a lead capacity to the Senior Administrative Assistant, Office of the President and other staff 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 applicable State and federal laws and regulations.

• Interpersonal skills including tact, patience and diplomacy.

• 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 practices of office and personnel management.

• Principles and practices of supervision, training and work direction.

• Principles and techniques used in public relations.

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

• Priorities of scheduling and rescheduling with respect to urgency and importance.

• Receptionist and telephone techniques and etiquette.

• Statistical procedures and mathematical concepts.

• Techniques used in public relations.

 

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 complex reports, business correspondence and procedure manuals independently.

• Effectively present information in person and by telephone, email or correspondence.

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

• Establish and maintain cooperative and effective 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.

• Focus on results in a dynamic, fast-changing and often intense environment. 

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

• Independently compose correspondence and memoranda.

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

• 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.

• Maintain the security of confidential materials.

• Manage a complex executive office with demanding legal timelines.

• 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 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. 

• Train, supervise and provide technical work direction to a Senior Administrative Assistant and others.

• 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.  EQUAL OPPORTUNITY EMPLOYER

Requirements

Education and Experience Guidelines:

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

 

Education/Training:

An AA degree with major coursework in business, secretarial science or related field. A bachelor’s degree in a relevant field is preferred.

 

Experience:

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

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