Posting Details

Position Information
Link to job brochure:
Classification Title Manager, Office of the President
Job Category: Classified Administrator/Manager
Job Open Date: 04/24/2018
Job Close Date:
Initial Screening Date 05/14/2018
Position ID: P0004590
Job Open ID: 7171
Position Title: Manager, Office of the President
Location 20-Saddleback College
Department Administration (SC-020-000)
Term: 12 Months/Year
Salary Schedule Link: Click Here for Current Salary Schedule
Pay Basis: Monthly
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)
% of Range: 100%
Hours per week: 40
Work Schedule Monday through Friday
Receives Benefits: Yes
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).

Position-Specific Benefits:
Additional Position Information:
Additional Information
Summary Description:

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.

Distinguishing Characteristics:
Representative Duties:

Duties may include, but are not limited to the example of duties listed in Job Duties. Please see Job Duties for details.

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.

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.

License or Certificate:
Conditions of Employment:

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Standard office setting. Duties are performed primarily in a college executive office environment while sitting at a desk or computer workstation. Incumbents are subject to frequent contact with others, frequent interruption, and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

An incumbent regularly sits for long periods, walks short distances on a regular basis, occasionally travels to various campus locations to attend meetings and conduct work, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

Additional Position Information:
Additional Classification Information:
Position Specific 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).

For more information or to apply for this posting, click here.