Coordinator, Strategic Initiatives & Special Projects (Confidential)

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those in this classification.

• Performs high-level coordination, project management, and analytical support for the Superintendent/President’s priorities, institutional initiatives, and special projects; plans and monitors complex, cross-functional efforts; prepares analyses and recommendations; ensures alignment with institutional goals; and exercises a high level of confidentiality and discretion.
• Serves as a key community liaison by representing the Superintendent/President and the district in interactions with community organizations, public agencies, business and industry partners, educational partners, and other external stakeholders; builds, maintains, and strengthens collaborative relationships to advance institutional priorities; coordinates communication and engagement efforts; facilitates meetings and events; and ensures alignment between community interests and institutional goals.
• Supports the planning and execution of campus and external events and attends events as needed to represent and assist the president
• Manages the president’s calendar, making independent decisions on meeting priorities based on directives.
• Oversees the intake and tracking of Public Records Act (PRA) requests, ensuring proper distribution to relevant offices and maintaining centralized oversight of their status.
• Assist the Superintendent/President and executive leadership with planning, implementation, and evaluation of institutional goals and initiatives.
• Prepare confidential reports, briefing documents, presentations, talking points, and correspondence for the Superintendent/President, executive leadership, and governing board.
• Conduct research, data analysis, and environmental scans to inform executive decision-making and institutional strategy.
• Coordinate cross-functional and cross-constituency teams in support of Superintendent/President's initiatives, ensuring timelines and deliverables are met.
• Support executive-level processes related to personnel administration, organizational effectiveness, labor relations, or governance matters, as assigned.
• Serve as a liaison between the Superintendent/President’s Office and internal and external stakeholders on sensitive or high-profile initiatives.
• Maintain confidential records, files, and information related to executive administration, personnel matters, labor relations, and strategic planning.
• Monitor progress of assigned initiatives and provide regular status updates, risk assessments, and recommendations to the President or designee.
• Attend meetings on behalf of or in support of the President; prepare summaries and follow-up action items as needed.
• Maintain strict confidentiality of all information accessed in the course of employment.

• Ensures compliance with federal, state, and local regulations applicable to area.
• Promotes diversity, equity, inclusion, cultural competency, and a positive work and academic environment.  
• Analyzes and interprets data; prepares, reviews, and/or approves documents and reports.  
• May direct and/or conduct surveys and special studies; may maintain statistics.
• May participate in campus committees and task forces. 
• May provide work direction to lower-level employees, temporary employees, and/or student workers. 
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

Bachelor’s degree from an accredited college or university.

Three (3) years of experience providing high-level administrative, analytical, or project coordination support to executive or senior leadership.

Licenses/Certifications/Other Requirements:

None.

Knowledge of:

• Principles and practices of executive-level project management and strategic planning.
• California Community College governance, shared governance structures, and administrative operations.
• Community relations, stakeholder engagement, and communication practices, including protocols for handling confidential executive, personnel, and labor relations information.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment. 
• Methods of prioritizing, planning, and organizing work.

• Standard office practices or procedures.
• Standard office software and modern office equipment. 
• Standard formats for business correspondence and other communications.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Business arithmetic.

Ability to:

• Plan, coordinate, and manage complex, cross-functional projects involving executive priorities and multiple stakeholders.
• Build and maintain effective working relationships with executive leadership, internal departments, and external community partners, and to represent the institution effectively in sensitive and high-level interactions.
• Develop tools and methods for gathering and evaluating a variety of detailed data.
• Access, download, consolidate, and analyze data. 
• Maintain data, records, and files.
• Design and manage multiple complex projects and tasks.
• Make recommendations that present information, conclusions, and recommendations clearly, logically, and persuasively.
• Lead, facilitate, and collaborate with others in the development and coordination of projects and initiatives with multiple stakeholders.
• Research, apply, and explain the laws, regulations, policies and/or procedures applicable to areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software) and specialized academic database applications. 
• Prepare reports, correspondence, and other documents using multiple business formats.
• Maintain confidentiality of sensitive and/or protected information.
• Perform business arithmetic. 

• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties. 
• Work and perform duties independently. 
• Perform and prioritize multiple tasks. 
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work. 
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.  

PHYSICAL AND MENTAL STANDARDS:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional walking and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting/Carrying: frequent lifting/carrying of papers, files, equipment, and material weighing up to 10 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others, including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS:

• Work is primarily performed in a standard office or other indoor environment.