Los Angeles Community College District

Administrative Officer to the Chancellor (#2400)

$53.21-$65.92 hourly / $9,223.42-$11,426.20 monthly / $110,681.04-$137,114.40 annual


Definition

Provides administrative and professional-level assistance to the Chancellor by: coordinating agenda development and logistics for regular, special, and committee meetings of the Board of Trustees; coordinating staffing and providing liaison with appropriate parties on projects, initiatives, events, and activities as designated by the Chancellor; and supervising day-to-day operations and staff of the Chancellor’s and Board Offices.

Typical Duties

Develops, in consultation with the Chancellor, the calendar, schedule, logistics, agendas and supporting information, reports, and briefing papers for regular meetings, standing committees, ad hoc committees, retreats, and other special meetings of the Board of Trustees.

Provides professional-level staff support to the Chancellor by anticipating issues, analyzing and evaluating reports and data submitted to the Chancellor; delegating inquires to appropriate offices; planning and coordinating special projects and initiatives related to the operations of the District; and briefing the Chancellor on the status of current issues and projects.

Provides professional-level support to individual governing board members, as directed by the Chancellor, on matters such as orientation on the Trustee role, best practices in matters of governance, and District policy.

Acts as a liaison for the Chancellor in communicating, addressing, and resolving designated matters with the District’s leadership, executive management team, operating departments, and government, business and community entities, partners, and constituents.

Explains District policies, administrative regulations, procedures, and precedents and the views and positions of the Chancellor and Board of Trustees, as designated, to representatives of other institutions and organizations, constituents, and members of the public; ensures compliance with relevant policies, regulations, rules, procedures, and legal requirements related to meetings and events.

Attends various internal and external meetings, as designated, to represent the perspective and interests of the Chancellor and District; provides timely and accurate information regarding proceedings and outcomes; follows through as directed by the Chancellor.

Prepares business documents such as resolutions, proclamations, legal notices, letters, memoranda, personal acknowledgements, and reports containing descriptive, analytical, and evaluative content, conclusions, and recommendations.

Develops and implements procedures for preparing, receiving, and processing official documents and correspondence in accordance with legal requirements, Board rules and policies, administrative regulations, and administrative deadlines.

Participates as a resource at meetings of the Chancellor’s cabinet, executive staff, senior staff, Board agenda briefings and Board of Trustees; follows through with items as designated by the Chancellor.

Supervises the day-to-day operations and staff of the Chancellor’s and Board Offices.

Participates in the selection, training, motivation, and evaluation of assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies.

Acts as the custodian of records for all official Board of Trustee business documents; establishes and maintains clerical processes and procedures in the Board of Trustee Office.

Develops and monitors expenditures for general and special budgets of the Offices of the Chancellor and Board of Trustees.

Attends all meetings of the Board of Trustees and its committees.

Performs related duties as assigned.

Distinguishing Characteristics

An Administrative Officer to the Chancellor provides professional-level analytical, coordination, and communications assistance to the Chancellor in his/her day-to-day leadership of the educational and business operations and projects of the District.

An Executive Assistant to the Chancellor performs administrative assistance duties of the highest level of responsibility, confidentiality, and sensitivity for the Chancellor and manages the secretarial and clerical operations of the Chancellor's Office.

An Executive Assistant to the Board of Trustees performs administrative assistance duties of a highly responsible, confidential, and sensitive nature for members of the Board of Trustees and assists in managing the secretarial and clerical operations of the Board of Trustees’ Office.

Supervision

General direction is received from the Chancellor. Immediate supervision is exercised over staff assigned to the Chancellor’s and Board Offices.

Class Qualifications

Knowledge of:

Roles, responsibilities, and powers of the Chancellor and Board of Trustees

Objectives, priorities, and goals of the Chancellor

Principles, purposes, functions, policies, and practices of business and public administration, personnel management, planning and research, organization, and management

Education and Government Codes and other legal references as they relate to the duties of a Chancellor and community college governing board

Organization, key programs, unit functions, and key personnel of the District

Principles of organization and project management

Methods of budget development, management, and control

Principles of supervision, training, and performance evaluation

Methods and approaches to effective administrative report and document preparation and presentation

Capabilities and effective application of management information systems

Ability to:

Anticipate, identify, and evaluate issues from an executive leadership perspective

Effectively organize and manage multiple business related projects across organizational lines and functions

Cultivate relationships and build consensus among officials, administrators, faculty, staff, business partners, and the public to help achieve goals and objectives; high level of emotional intelligence

Demonstrate initiative and take ownership and accountability for work

Adapt to changing priorities and schedule work flow to meet changing priorities and timelines

Exercise sound judgment, integrity, and discretion in working with and on behalf of the Chancellor; maintain the confidentiality of work

Develop and implement work procedures to meet changing needs, including utilization of state of the art computer and digital technology

Work effectively under pressure, meet deadlines, and adjust to changing priorities

Communicate effectively, orally and in writing

Supervise, train, and evaluate the work of others

Entrance Qualifications

Education and Experience:

A bachelor’s degree from a recognized college or university preferably with a major in public administration, business administration, educational administration, or closely related field. A master’s degree in the aforementioned disciplines is desirable.

AND

Five years of full-time, paid, professional-level experience in managing administrative projects and processes and providing liaison with high-level political, organizational, or business constituents on behalf of an employer or chief executive officer. Experience in an institution of higher education is highly desirable.

Special:

A valid Class “C” California driver's license.

Travel to locations throughout the District is required.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2400; EST: 9/27/2016; REV: 12/20/2016;