What are the responsibilities and job description for the Executive Administrative Assistant (Substitute) position at Riverside Community College District?
BASIC FUNCTION: Under the supervision of the area administrator, performs skilled secretarial and clerical duties typically for Vice Chancellors or Presidents.
PROVIDES WORK OR LEAD DIRECTION TO:
PROVIDES WORK OR LEAD DIRECTION TO:
Education:
EDUCATION/EXPERIENCE: Graduation from high school, or GED equivalent, and completion of 60 semester or 90 quarter units of college coursework from a n accredited institution which include completion of business courses related to the position is required. Additional qualifying experience working for executive level administrators may qualify for the required education on a year for year basis with one year of full time experience equaling 30 semester units of college. At least seven years of varied secretarial experience, which includes four years working for executive level administrators. Secretarial experience in a community college or other educational office environment is preferred.
Experience:
KNOWLEDGE OF: Microsoft Office software package (Word, Excel, Access, Power Point); Galaxy, Datatel; modern office practices and equipment.
ABILITY TO: Operate modern office equipment, including, but not limited to, calculator, scanners, copiers, fax machines, telephone, smart phones, tabl ets, computers; take dictation or use Fastnotes as necessary; spell correctly; communicate, using good English, orally and in writing; compose correspondence independently; keyboard at a speed of not less than 50 net words per minute; index and file; interpret and explain policies and procedures; deal effectively with public officials; establish and maintain an effective working relationship with others.
ABILITY TO: Operate modern office equipment, including, but not limited to, calculator, scanners, copiers, fax machines, telephone, smart phones, tabl ets, computers; take dictation or use Fastnotes as necessary; spell correctly; communicate, using good English, orally and in writing; compose correspondence independently; keyboard at a speed of not less than 50 net words per minute; index and file; interpret and explain policies and procedures; deal effectively with public officials; establish and maintain an effective working relationship with others.
Licenses/Certifications:
LICENSES/CERTIFICATIONS:
None
None
Other:
COMMITMENT TO DIVERSITY:
Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community.
CONTACTS: May include students, staff, faculty, administrators, vendors, general public, conference facilities, business leaders, public officials.
WORKING CONDITIONS: Normal office environment.
Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community.
CONTACTS: May include students, staff, faculty, administrators, vendors, general public, conference facilities, business leaders, public officials.
WORKING CONDITIONS: Normal office environment.
Duties and Responsibilities:
REPRESENTATIVE DUTIES:
1. Schedules, arranges and confirms appointments, meetings and conferences and maintains administrator's calendar; arranges travel accommodations.
2. Greets visitors and answers and directs telephone, screening calls and visitors to the appropriate office; provides information and answers complex questions from students, staff and the general public regarding District/college programs, policies and procedures.
3. May assist with preparations for a variety of campus/district activities including convocation, academic achievement ceremonies, receptions, luncheons, mixers, special events and banquets.
4. Conducts tracking of monthly department staff attendance reports and student/hourly worker timesheets as directed.
5. Composes correspondence, independently, on a va1iety of matters; develops, or prepares, letters, memoranda, forms, proposals, organizational charts, and/or minutes, which could be material of a confidential nature, from handwritten drafts, notes or oral instruction;
6. Provides skilled secretarial work, technical and support to the administrator with minimal direction; maintains updated knowledge of District policies and procedures.
7. Maintains department/program files and researches and assembles information as needed.
8. Performs a wide variety of data entry information utilizing specific data formats and various software; checks and reviews data for completeness and conformance with established processes and procedures.
9. Prepares, receives, reviews, checks formatting and submits Board reports.
10. Researches and prepares a variety of reports, including narrative and statistical, as directed by administrator.
11. May assist in developing a variety of surveys and compiling the results.
12. May acquire vendor quotes for capital outlay projects and provides recommendations regarding vendor selection; orders, inventories, stores and issues department/program office supplies.
13. If applicable, maintains the internal website for the department including uploading content and updating electronic forms for District use.
14. Maintains a variety of complex files, budget records and other fiscal records.
15. Monitors budget, reserving funds for unexpected office needs and campus/office emergencies; maintains internal records to check against Galaxy; discussed discrepancies between the two with office staff; keeps administrator apprised of discrepancies.
16. Operates and maintains a variety of office equipment.
17. Opens all mail directed to the administrator, scans for content, highlights important information and sorts mail in order of importance; screens e-mail.
18. Tracks and verifies invoices; prepares requisitions using District's software package.
19. Participates in District-provided in-service training programs.
20. Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.
21. Performs other duties, related to the position, as assigned.
1. Schedules, arranges and confirms appointments, meetings and conferences and maintains administrator's calendar; arranges travel accommodations.
2. Greets visitors and answers and directs telephone, screening calls and visitors to the appropriate office; provides information and answers complex questions from students, staff and the general public regarding District/college programs, policies and procedures.
3. May assist with preparations for a variety of campus/district activities including convocation, academic achievement ceremonies, receptions, luncheons, mixers, special events and banquets.
4. Conducts tracking of monthly department staff attendance reports and student/hourly worker timesheets as directed.
5. Composes correspondence, independently, on a va1iety of matters; develops, or prepares, letters, memoranda, forms, proposals, organizational charts, and/or minutes, which could be material of a confidential nature, from handwritten drafts, notes or oral instruction;
6. Provides skilled secretarial work, technical and support to the administrator with minimal direction; maintains updated knowledge of District policies and procedures.
7. Maintains department/program files and researches and assembles information as needed.
8. Performs a wide variety of data entry information utilizing specific data formats and various software; checks and reviews data for completeness and conformance with established processes and procedures.
9. Prepares, receives, reviews, checks formatting and submits Board reports.
10. Researches and prepares a variety of reports, including narrative and statistical, as directed by administrator.
11. May assist in developing a variety of surveys and compiling the results.
12. May acquire vendor quotes for capital outlay projects and provides recommendations regarding vendor selection; orders, inventories, stores and issues department/program office supplies.
13. If applicable, maintains the internal website for the department including uploading content and updating electronic forms for District use.
14. Maintains a variety of complex files, budget records and other fiscal records.
15. Monitors budget, reserving funds for unexpected office needs and campus/office emergencies; maintains internal records to check against Galaxy; discussed discrepancies between the two with office staff; keeps administrator apprised of discrepancies.
16. Operates and maintains a variety of office equipment.
17. Opens all mail directed to the administrator, scans for content, highlights important information and sorts mail in order of importance; screens e-mail.
18. Tracks and verifies invoices; prepares requisitions using District's software package.
19. Participates in District-provided in-service training programs.
20. Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.
21. Performs other duties, related to the position, as assigned.
Duties and Responsibilities - Continued:
Duties and Responsibilities: - Continued
Conditions of Employment:
CONDITIONS OF EMPLOYMENT:
Work for Temporary, Hourly employees is on an as needed basis. Under this classification you may not exceed nine hundred fifty (950) hours or one hundred sixty (160) days in an Academic Year (July 1 - June 30).
No Temporary, Hourly as Needed employee may begin to work without the authorization of Human Resources and Employee Relations.
The work location and assignment within a job classification is determined by the District and may be subject to change.
All offers of employment will be contingent upon the availability of funds and approval by the Board of Trustees.
The Riverside Community College District is an equal opportunity employer and recognizes the need to provide reasonable accommodations to employees with disabilities. For more information, contact (951) 222-8039.
The Riverside Community College District complies with all federal and state rules and regulations and does not discriminate on the basis of ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law. This holds true for all District employment opportunities. Inquiries regarding compliance and/or grievance procedures may be directed to the District's Title IX Officer/Section 504/ADA Coordinator. Harassment of any employee/student with regard to ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law, is strictly prohibited. The Title IX Officer, Section 504/ADA Coordinator for the District is Ms. Lorraine Jones, 3801 Market Street, Riverside, CA 92501. Telephone Number is: (951) 222-8039.
Work for Temporary, Hourly employees is on an as needed basis. Under this classification you may not exceed nine hundred fifty (950) hours or one hundred sixty (160) days in an Academic Year (July 1 - June 30).
No Temporary, Hourly as Needed employee may begin to work without the authorization of Human Resources and Employee Relations.
The work location and assignment within a job classification is determined by the District and may be subject to change.
All offers of employment will be contingent upon the availability of funds and approval by the Board of Trustees.
The Riverside Community College District is an equal opportunity employer and recognizes the need to provide reasonable accommodations to employees with disabilities. For more information, contact (951) 222-8039.
The Riverside Community College District complies with all federal and state rules and regulations and does not discriminate on the basis of ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law. This holds true for all District employment opportunities. Inquiries regarding compliance and/or grievance procedures may be directed to the District's Title IX Officer/Section 504/ADA Coordinator. Harassment of any employee/student with regard to ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law, is strictly prohibited. The Title IX Officer, Section 504/ADA Coordinator for the District is Ms. Lorraine Jones, 3801 Market Street, Riverside, CA 92501. Telephone Number is: (951) 222-8039.
Work Hours/Work Days for Classified and Hourly Positions Only:
Required Applicant Documents:
Resume or Curriculum Vitae
Cover Letter
Cover Letter
Other Document:
Optional Applicant Documents:
Associate or Equivalent Transcript
Bachelors or Equivalent Transcript
Masters or Equivalent Transcript
Bachelors or Equivalent Transcript
Masters or Equivalent Transcript
Other Document:
Effective Employment Date:
Anticipated Start Date: August 2026
Application Deadline:
08-03-2026
Special Comments:
*****
IMPORTANT NOTICES:
Only electronic, on-line applications are accepted. All supporting materials, required or optional, must also be in electronic formats and attached to the electronic, on-line application when applying. Supporting materials are only accepted as Adobe Acrobat (.pdf) or Microsoft Word files and must be less than 2 MB in size.
Paper applications and supporting materials WILL NOT be accepted!
Interested candidates must apply by the deadline listed above by 8:00 p.m., Pacific Standard Time.
The District will make reasonable accommodations for applicants with disabilities. Applicant should contact Human Resources & Employee Relations at (951) 222-8595 for assistance.
IMPORTANT NOTICES:
Application Types Accepted:
Classified/Management/Confidential Application