In support of the Superintendent/President and Board of Trustees, perform complex, highly responsible and confidential administrative duties including plan, coordinate and organize office operations, coordinate communications, correspondence, calendars, schedules, meetings and information for the President and Board members; maintain confidentiality regarding matters in the office of the President including issues related to negotiations and collective bargaining matters.

Assure the District is in compliance with the Brown Act; acts as recording and executive secretary to the Board of Trustees; coordinates and oversees the compilation, production and distribution of the agenda and minutes of the Board of Trustees.

Provide administrative support to the Board; coordinate and schedule various appointments, meetings and special events for the Board and President; maintain and coordinate appointment and activity schedules and calendars for the Board and President; make travel arrangements and reservations; reserve facilities, equipment, services and supplies for meetings and other events as needed.

Attend Board of trustee meetings including subcommittees and other administrative meetings as assigned; compile, prepare and distribute notices, agenda items and other required documents; take and transcribe minutes; update records, manuals and other documents in response to Board resolutions, actions and directives concerning College operations, policies, procedures and administrative regulations; distribute minutes, updated records, documents and reports to the President, Board members and administrators.

Perform research and prepare information for special projects on behalf of the President and Board; attend to administrative details on special matters as assigned.

Assist with monitoring legislation affecting the College; receive, review, prepare, distribute, and track Board Policy and Administrative Procedures legal updates.

Assure the District is in compliance with the Brown Act; explains Board of Trustees rules, laws, administrative regulations, policies, procedures, and precedents to internal and external individuals.

Compile information and prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, correspondence, financial activity and assigned duties; establish and maintain filing systems.

Maintain access to documents, information and discussions relating to collective bargaining activities; prepare information used in collective bargaining strategies as requested; participate in or take and prepare minutes for the collective bargaining team; maintain confidentiality regarding issues related to negotiations and collective bargaining matters.

Oversee the administrative operation of the Office of the Superintendent/ President.
Perform specialized, complex, highly responsible and confidential administrative duties to assure smooth and efficient office operations and proper and timely completion of projects and activities; assist the President and Board with establishing and maintaining administrative timelines and priorities; plan, coordinate and organize office activities.

Develop and implement office procedures to enhance efficiency of office operations and processing official documents and correspondence in accordance with legal requirements, Board of Trustees rules and policies, and administrative deadlines; create office forms which facilitate workflow; assist the President with the implementation, analysis of policies and procedures as directed.

Receive, sort and route incoming correspondence; review and determine priority of incoming mail; compose replies independently or from oral direction; process, evaluate and distribute a variety of forms and applications related to assigned functions.

Assist in monitoring, reconciliation and maintenance of multiple budgets overseen by the President's Office; review, prepare, submit and track invoices for payments; review, prepare, submit, and approve expense reports and credit card expenditures.

Prepare and process purchase orders, invoices and requisitions and arrange for payments; assist in preparing and maintaining contracts as assigned.

Operate a variety of office equipment including a copier, fax machine, computer and assigned software; drive a vehicle to conduct work.

Research, compile and verify a variety of data and information; compute statistical information for various reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.

Serve as the primary administrative support to the President; coordinate communications, public relations and information between the President, officials, administrators, staff, students, outside organizations and others; interpret and provide detailed and technical information concerning assigned office functions and College operations, activities, schedules, meetings, events, standards, requirements and related laws, rules, regulations, policies and procedures.

Prepare correspondence independently on a variety of matters including those of a confidential nature; compose and type various letters, agenda items, forms, reports, memoranda, bulletins, lists, presentations and other materials; review, revise, edit, format and proofread a variety of materials; assure office-wide correspondence complies with quality guidelines and requirements.

Receive, screen and route phone calls; greet and assist visitors; refer callers or visitors to appropriate staff; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the President by phone or written communication; exercise independent judgment in resolving a variety of complex issues and conflict as needed; refer major issues and conflicts to the President as needed.

Maintain, prepare and update SBCC web pages related to the President’s office, Board of Trustees, and Board Policies and Administrative Procedures Committee (BPAP) and other pages as requested.

Communicate with diverse audiences to include administrators, staff, community leaders and a variety of outside agencies to coordinate activities, exchange information and resolve issues or concerns.

Support an inclusive environment through training, guidance and general work direction to staff as assigned and needed to support clerical operations of the President’s office and Board of Trustees; advise the S/P of office staff performance concerns; review work to assure accuracy, completeness and compliance with established standards, requirements and procedures; assist with the employee onboarding process coordinating equipment requests, access and other resources as needed.

Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of community members, staff and students including those with learning or physical disabilities.

OTHER DUTIES: Perform related duties as assigned.

Any combination equivalent to: AA degree or certification in secretarial science or related field and at least 3 years experience working in a senior, confidential level secretarial position, working for executive level administrators.

Sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, and ethnic backgrounds of Community College Students.

The current salary schedule range for the Executive Assistant (Confidential) is Salary Table 29, Range 39+5%, $71,427-$80,790. Nine step salary range continues to a maximum of $87,012. Initial placement based on experience with annual advancement to the next higher step. 40 hours per week, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the College.

WORKING HOURS: Monday-Friday 8:00 am - 4:30pm (hours may vary as needed)

GENERAL REQUIREMENTS (Upon Offer of Employment):

• The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
• The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
• Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations.
• Proof of college coursework or degrees indicated will be required of selected candidates.

• All offers of employment are subject to approval by the Board of Trustees.

• Online District Application form at https://www.schooljobs.com/careers/sbcc
• Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
• Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
• Within the online application, there is a required section to list five references. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance

Application Procedure:
To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via https://www.schooljobs.com/careers/sbcc by the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable.

Accommodation for Applicants with Disabilities:

If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

• The District offers a cafeteria style plan in which employees are given a district allowance and may choose from a number of medical and dental plans. Life and income protection insurances are also available.
• Vacation days (based on assigned hours) are earned and accumulated on a monthly basis.
• Sick leave is earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.
• Holidays: 17 holidays per year.
• Credit Union: The Santa Barbara Teachers Federal Credit Union offers a variety of services.
• Retirement: Employees, who work 20 or more hours per week, are covered by the Public Employees Retirement System (PERS), Social Security, and Medicare.
• Coastal Housing Partnership: home buying educational seminars, mortgage refinance benefits, and rental assistance programs available to full-time staff and faculty.
• Employee Assistance Program: provides confidential counseling and referral services for job-related or personal problems to employees, dependents and household members.