Under the direction of the Superintendent/President, coordinates, oversees, and manages a wide variety of advanced, specialized, sensitive, confidential, and complex tasks. The position is responsible for preparing agendas and official minutes of the Antelope Valley Community College District (AVCCD) Governing Board. The position is responsible for project oversight and management of special projects for the District in coordination with the Executive Council, with a particular focus on cross-divisional projects aligning with institutional goals and priorities. The position requires thorough knowledge of the Presidents Office, Board of Trustees, regulatory legislation (e.g. the Brown Act, etc.), and District policies, procedures, and operational details. Represents the Superintendent/President through collaboration with the Marketing and Public Information Office on strategic legislative affairs and governmental relations for the District which promote advocacy and legislative priorities for District programs, services, and activities with federal, state, and local public agencies. Supports administration in the preparation of reports and documents for the Board of Trustees. Participates as a member of the Superintendent/Presidents Executive Council, manages meeting agendas, and works on other assigned councils and committees. Provides lead-level guidance to classified and confidential staff and performs related duties as assigned.

E = indicates essential duties of the position

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

• Provides administrative assistance to the Superintendent/President by coordinating and maintaining the calendar; scheduling meetings; arranging travel, coordinating appointments and workshops. Organizes and coordinates the flow of activities through the office in relation to priorities, schedules, and deadlines. Organizes and performs confidential, varied, and highly complex administrative duties for the Superintendent/President and the Board of Trustees. (E)
• Processes administrative details not requiring the immediate attention of the Superintendent/President; prepare information needed in administrative decisions and in facilitating implementation of policies and programs. (E)
• Acts as an information resource regarding the Colleges policies and procedures; provides information where judgment knowledge and interpretations are used, especially in the proper handling of confidential information. (E)
• Assembles, prepares, and distributes Board of Trustees agendas and supplemental materials; takes minutes and transcribes dictation including confidential material; attends a variety of meetings, including AVCCD Board of Trustee meetings, and records proceedings; prepares comprehensive official minutes; maintains official records of Board of Trustees minutes. Arranges for setup of room for Boad of Trustees and other related meetings as required. (E)
• Prepares memorandums and reports for the Superintendent/President; writes other electronic and hard-copy correspondence; screens and routes incoming correspondence and takes action as appropriate. Independently composes and prepares responses to correspondence and other inquiries as appropriate for signature by the Superintendent/President; types from rough drafts and printed or typewritten materials using independent judgement in segregating items and arranging formats. (E)
• Maintains an index of Board actions for historical and reference purposes. (E)
• Coordinates and prepares all necessary items in preparation for the Executive Council, Presidents Advisory Council, Administrators Council, and other similar assigned meetings. (E)
• Oversees the activities and actions of federal, state, and local governmental lobbyists; facilitates interaction between administrative staff, the Board of Trustees, and appropriate staff with lobbyists, governmental officials, and other persons of influence related to the Districts short and long-term goals and objectives. (E)
• Provides strategic and innovative advice to the Superintendent/President in the design, implementation, and continuous improvement for District-wide special projects, taskforces and advisory committees; collects and gathers data for reports and inquiries. (E)
• Plans and coordinates advocacy visits to local, state, and federal officials. Plans and coordinates annual advocacy visits to local governments in surrounding cities, Chambers of Commerce, and other agencies. (E)
• Selects, trains, motivates, and directs the assigned department personnel; evaluates and reviews work for acceptability and conformance with department, institutional, and brand standards, including program and project priorities and performance evaluations; works with employees on performance issues; responds to and addresses staff questions and concerns. (E)
• Serves as recording secretary to the Board by compiling, proofreading, and posting agenda materials; preparing drafting, and foiling records of official Board minutes; and by researching Board actions, Education Code sections and Brown Act for compliance as requested. (E)
• Oversees compliance with Conflict of Interest filings for Board, Superintendent/President, and designated administrators. (E)
• Coordinates and arranges meetings, conferences, travel appointments speaking engagements, project timelines, interviews, and special events for the Superintendent/President and Board members. (E)
• Plans and coordinates all Board-sponsored events and events sponsored through the Superintendent/Presidents office. (E)
• Provides confidential administrative support functions and office management for the Superintendent/President and Governing Board members. (E)
• Demonstrates sensitivity and emotional intelligence and the ability to deescalate tense situations while solution seeking. (E)
• Performs related duties as assigned.

EDUCATION & EXPERIENCE:

• A Bachelors Degree or equivalent post-secondary education.
• Five (5) years increasingly responsible secretarial experience including at least three (3) years in an administrative office of a large public sector or nonprofit organization.  
• Any combination of experience and training that demonstrates the ability to successfully perform the essential duties of this position will be considered. 

• Commitment to equity-based leadership and programming that ensures equitable access and support to eradicate disproportionate impact gaps.
• Sensitivity to and understanding of, the diverse academic, socioeconomic, cultural, differing abilities, and ethnic backgrounds of community college students, passion for the pursuit of DEIA principles and actions and how that positively impacts the organization, and how positive leadership successfully promotes the achievement of all students educational goals.

Desirable Qualifications: 

• Bachelors degree or coursework in business administration, public policy, secretarial science, communications or related field
• Experience in Higher Education 
• Experience with Brown Act and working with elected officials
• Fluency in multiple languages 

LICENSE, CERTIFICATES, AND OTHER REQUIREMENTS:

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