JUNE 2014




NOTE:  The term "Confidential" refers to an employee who is required to develop or present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.


Under general direction, serves as the primary assistant to the Superintendent/President, Senior Vice President/Assistant Superintendent or Chief Counsel. This position performs a wide variety of complex, sensitive and confidential administrative support functions; independently makes decisions and handles issues using discretion and applies knowledge of relevant law and District policies, regulations and procedures; assists in organizing work, training and overseeing office operations and assigned staff; and performs related duties as assigned. 


  • Performs a wide variety of administrative tasks to relieve the Executive Administrator of details and routine matters.  Exercises a very high degree of independent judgment, tact, and discretion in the execution of assigned responsibilities.
  • Reviews and evaluates communications for urgency and nature of business; determines which communications to handle personally and which to refer to other staff members.
  • Receives and screens visitors and telephone calls, providing information and handling issues that often require sensitivity and use of sound, independent judgment; responds to requests for information; refers matters to appropriate District staff and/or takes or recommends action to resolve requests; provides information regarding District policies and procedures and administrative regulations.
  • Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the Executive Administrator  and other managers; answers e-mail questions received for the Executive Administrator.
  • Sets up and maintains Executive Administrator calendar; coordinates, arranges and confirms meetings; screens requests for appointments; makes and confirms travel and conference arrangements; develops and completes itineraries and other related documents.
  • Prepares agendas and minutes for meetings and committee’s established by the Executive Administrator.
  • Monitors and reconciles budgets in consultation with the Executive Administrator; prepares requisitions, check requests, budget spreadsheets, and processes invoices for payment; prepares absence and payroll records.
  • Researches and assembles information from a variety of sources for the preparation of records, correspondence and reports for the Executive Administrator designs, creates, organizes and maintains specialized and other office files or filing systems; establishes and maintains confidential, subject and tickler files.
  • Assists in the supervision of the operations of the Executive Administrator’s office and controls the work flow to meet deadlines; provides guidance and training to other office staff.
  • Plans, organizes and makes arrangements for special events and meetings; secures event locations and arranges set up.


  • Performs related duties as assigned.


Knowledge of:

  • Modern office practices, procedures and equipment.
  • Functions and organizational policies of the college.
  • Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Basic principles and practices of public administration, including maintenance of public records.
  • Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data to include Microsoft Office Word, Excel, PowerPoint, and Outlook calendar.
  • Research techniques, methods and procedures.

Ability to:

  • Plan, organize and carry out the daily activities and administrative functions of the Executive Administrator’s office in a sensitive and highly visible political and organizational environment requiring management of multiple and changing priorities.
  • Organize, set priorities and exercise sound independent judgment within areas of responsibility.
  • Interpret, apply, explain, and reach sound decisions in accordance with laws, regulations, rules and policies.
  • Operate a keyboard accurately, at a proficient speed.
  • Take notes and transcribe minutes of meetings.
  • Operate a computer and other standard office equipment and software.
  • Manage multiple and rapidly changing priorities.
  • Organize, research and maintain complex and/or confidential files.
  • Compose correspondence, prepare documents and make arrangements from brief instructions.
  • Communicate clearly and effectively, both orally and in writing, to include the preparation of clear and concise reports and records as well as the ability to respond with both discretion and diplomacy in sensitive situations.
  • Maintain highly sensitive and/or confidential information.
  • Establish and maintain highly effective working relationships with a variety of stakeholders encountered in the course of work.
  • Work in a multicultural and multiethnic environment.

Education and Experience: 

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

  • Two years of college-level course work consistent with the responsibilities assigned AND
  • Five years of full-time progressively responsible administrative or office management experience, including service to an upper-level management position or experience sufficient to successfully perform the essential duties of the job as listed.  College-level coursework in public administration, business management and/or communications is highly desirable.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Environmental Elements:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.


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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax