Executive Assistant

Executive Assistant - HR & EO

HR EMPLOYMENT/CAREERS
Initial Review Date: 06/11/2025

Any complete applications received after the review date will only be forwarded to the hiring committee at their request. In addition, this position will become Open Until Filled after the initial Closing Date. Any complete applications received while the position is Open Until Filled will be reviewed by the hiring committee only upon committee request.

Salary Grade: C5-13

Starting Salary: $7,832.28 (per month)

Full Salary Range: $7,832.28 - $10,468.81 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department.

Foothill - De Anza Community College District Mission Statement:

The mission of the Foothill-De Anza Community College District is student success. We are driven by an equity agenda and guided by core values of excellence, inclusion, and sustainability. Every member of our district contributes to a dynamic learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. We are committed to providing an accessible, quality undergraduate education dedicated to developing a broadly educated and socially responsible community that supports an equitable and just future for California.

DEFINITION

Under general direction, performs a variety of advanced administrative coordination duties of considerable complexity requiring thorough knowledge of the assigned department, College/District policies and procedures, and local, state, and federal regulations; provides executive support to assigned Vice Chancellor or Vice President; administers complex budgets, contracts, research projects, and/or programs; prepares agenda items and reports for the Board of Trustees or other boards, commissions, and committees; fosters cooperative working relationships among and acts as point of contact for other College/District divisions, departments, the Presidents' Offices, intergovernmental and regulatory agencies, various public and private groups, and the general public; provides highly responsible and complex assistance to assigned manager; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned Vice Chancellor or Vice President. Exercises no supervision of staff. May provide technical and functional direction and training to assigned staff.

CLASS CHARACTERISTICS

This administrative support classification performs a wide variety of specialized, complex, and highly sensitive technical and administrative support functions for an assigned Vice Chancellor or Vice President. The work involves a high-level of problem-solving and critical thinking requiring analysis of unique issues or increasingly complex problems without precedent and/or structure and formulating, presenting, and implementing strategies and recommendations for resolution. Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget. This classification is distinguished from other office administrative classes in the nature, scope, and diversity of responsibilities originating at a department and/or College-wide level requiring a broader understanding of department, College, and District functions and the capability of relieving assigned executive or senior administrator of day-to-day administrative and coordinative duties. The work requires extensive public contact, the frequent use of tact, discretion, confidentiality, and independent judgment, knowledge of department, College, and District activities, policies, and procedures, state and federal laws and regulations, and the ability to conduct independent projects. This class is distinguished from the Executive Assistant, Office of the President in that the latter is specifically assigned to the President of a College.

This classification is designated as "confidential" as this term is used within the Educational Employment Relations Act (EERA), 3540.1(c). "Confidential" classifications assist management personnel with developing collective bargaining proposals and/or have regular access to information which contributes to the development of management's collective bargaining positions and/or labor relations strategies.

EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)

•  Provides executive administrative support to assigned Vice Chancellor or Vice President by coordinating multiple calendars, scheduling meetings, making travel arrangements, and handling sensitive and confidential information; and acts as a liaison between the Vice Chancellor or Vice President with other faculty, staff, students, or the public, coordinating resolutions to issues, problems, and complaints as appropriate.
•  Plans, designs, organizes, and oversees complex projects and programs; assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
•  Oversees workflow by continuously monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and reviews with management; directs the implementation of improvements.
•  Coordinates department budget tracking and reconciliation processes; gathers and analyzes data related to revenues, expenditures, and projections; researches and works with management to resolve budget questions and reconcile inconsistencies; monitors and tracks expenditures and revenues; creates and processes contracts, agreements, invoices, and requisitions; verifies budget and account codes; develops budget reports as needed.
•  Conducts studies and research projects by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluating alternatives, making preliminary and final recommendations, and assisting with the implementation of procedural, policy, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports.
•  Serves as point of contact for staff, faculty, administrators, intergovernmental and regulatory agencies, various public and private groups, and the general public for assigned the Vice Chancellor's or Vice President's Office, by answering a variety of questions, processing confidential communications, and responding to complaints in a timely manner; providing information and explaining program requirements, policies, procedures, and eligibility questions according to established guidelines or by referring the customer to the appropriate source; and referring visitors/callers to other programs, departments, off-campus services, agencies, and community groups, as appropriate.
•  Serves as staff support to College/District committees, including preparing and distributing agendas and supporting documentation, communicating directly with committee members, coordinating meeting logistics, and maintaining detailed tracking of governance processes and actions.
•  Plans, schedules, and organizes department, College, and/or District-wide events, workshops, informational seminars, presentations, and related activities including developing and monitoring budgets; processing independent contractor agreements and purchase requisitions; and ensuring compliance with established timeline and budget.
•  Processes and responds to requests for information including public records requests and subpoenas.
•  Coordinates the organization and management of accurate and detailed databases, files, and records, verifies accuracy of information, researches discrepancies, and records information.
•  Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies policies and procedures in determining completeness of applications, records, and files.
•  Serves as system administrator for assigned databases and information systems in support of assigned department or division; provides training, technical assistance, and support to staff, faculty, and students.
•  Performs a variety of administrative office support functions such as designing, creating, and editing a variety of documents; collecting data from various sources for reporting to local, state, and federal agencies; reviewing a wide variety of student, faculty, staff, administrator, and program data, records, and information to ensure compliance with policies, procedures, and state and federal regulations; maintaining websites; scheduling meetings with other staff; processing and maintaining confidential personnel documents; processing reimbursements; attending meetings and taking minutes; and ordering and maintaining office and other related supplies.
•  Learns and applies emerging technologies related to the areas of assignment.
•  Performs related duties as assigned. QUALIFICATIONS

Knowledge of:
•  Organization and function of educational institutions, including the role of Board of Trustees and appointed boards and commissions click apply for full job details