Overview

POSITION BRIEF

California Indian Nations College (CINC) announces the position of Administrative Assistant to the Vice President and Chief Operations Officer (VP/COO). The Administrative Assistant will provide high-level administrative support to the VP/COO, with a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations.

POSITION OVERVIEW

The Administrative Assistant to the Vice President and Chief Operations Officer (VP/COO) will provide high-level administrative support to the VP/COO, with a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations.

The typical day would consist of briefing the VP/COO and planning for the day, managing the VP’s calendars for meetings onsite and offsite, executing reports on a timely basis, helping on projects including editing and/or presentations on PowerPoint, making travel arrangements for travel (once business travel reopens), preparing and editing correspondence, communications, presentations and other documents, following up with staff members, supporting  the VP/COO and various campus committees led by the VP, including, but not limited to agenda management, planning of meetings and conferences, booking of tickets and accommodation, and assisting in the management of projects.

The duties include conducting research; collecting and analyzing data to prepare reports and documents; managing and maintaining the VP’s schedule, appointments, and travel arrangements; arranging and coordinating meetings and events; recording, transcribing, and distributing minutes of meetings; monitoring, screening, responding to, and distributing incoming communications; answering and managing incoming calls; receiving and interacting with incoming visitors; liaising with internal staff at all levels; interacting with external clients and departments; coordinating project-based workflow; and review operating practices and implement improvements where necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

·        Manages VP/COO’s calendar: responds to meeting requests and schedules meetings and/or responds as appropriate; ensures VP/COO has adequate uninterrupted office time. Schedules meetings for the VP/COO; contacts invitees, solicits agenda items, develops agendas with the VP/COO, and makes necessary meeting arrangements. Prepares daily calendar and meeting files for VP/COO, including background information and appropriate documents for each meeting. Updates VP/COO on the status of relevant items for meetings. Coordinates arrangements for meetings, including scheduling location, catering, equipment, guest lists, invitations, etc. Responsible for coordinating travel arrangements for the VP/COO which may include processing travel forms.

·        Serves as a resource person for the VP/COO, in its varied support dimensions, for a wide variety of tribal, public, government, and community leaders, and College faculty, staff and administrators.

·        Composes and prepares routine correspondence, documents, and reports for the VP/COO. Reviews and organizes incoming correspondence and routes to VP/COO or appropriate administrators in order of priority; identifies items needing immediate action to VP/COO’s attention, takes note of response dates, and places information on office tracking calendar; provides appropriate follow-up to ensure deadlines are met. Collects and properly distributes items from VP/COO’s out-box.

·        Takes notes at meetings and retreats; transcribes and distributes meeting notes and information.

·        Gathers information, conducts basic research or surveys, locates documents, contacts people, and determines project status. Completes and processes a variety of forms. Analyzes and prepares reports. Creates PowerPoint presentations. Manages project-based assignments and coordination of campus initiatives in collaboration with leadership. Plans and coordinates events sponsored by the VP/COO. Represents the Office of the VP/COO at special events as needed.

·        Provides administrative support on highly sensitive and confidential matters, employment and student issues. Handles confidential correspondence with the President.

·        Works closely with the Special Assistant to the President to coordinate schedules between the President and the VP/COO.

·        Works closely with staff to coordinate workflow, activities, and projects.

·        Maintains the office Records Management System, including creating new files, filing all documents in a timely manner, updating the records tracking log, and retrieving documents from files. Ensures technology, equipment, and office needs are met.

·        Submit regular reports (weekly, monthly, quarterly, annual)

·        Plan and provide high-level, complex administrative support and perform technical office duties

·        Maintain a positive, upbeat manner; promoting and exemplifying College values and representing college objectives and interests to staff, students, faculty, and potential students

·        Ensure compliance with College standards, policies, and procedures

·        Works outside traditional business hours

·        Other duties as assigned

 

MINIMUM QUALIFICATIONS

Long-term employment is contingent upon successful completion a 90-day probationary period.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

·        Basic foundation of knowledge of the principles of organization, administration and management; and the ability to analyze and find solutions to problems, work independently, communicate effectively, and write clear and concise reports.

·        Associate degree from an accredited college/university AND three years of progressively responsible administrative support experience as an administrative assistant, an executive administrative assistant, or a staff administrative assistant; OR a combination of education and experience which demonstrates the prospective applicant has acquired the knowledge and abilities listed above.

 

Required Technical / Other Skills and Abilities

·        Ability to work independently

·        Apply sound judgment in solving a wide range of problems; develop practical and thorough solutions; make decisions both of commonplace and unusual work situations

·        Maintain confidentiality of sensitive matters

·        Develop nonstandard applications and systems; coordinate work and projects, evaluate and set work priorities, schedule, assign, and review work against standards; make constructive recommendations for modifications or improvements of methods, procedures, techniques, technology or programs; independently interpret and apply policies, rules, regulations, and procedures required of and germane to the College

·        Sensitive to the diverse academic, socioeconomic, cultural, and ethnic backgrounds of tribal and community colleges; be open and approachable; effectively and positively represent the College to external and internal customers; establish and maintain cooperative working relationships within a diverse multicultural environment

·        Advanced ability to quickly learn, interpret, and apply sound judgment in the interpretation and application of complex organizational policies, procedures

·        Mastery of other office skills, including budget management and record keeping. Ability to utilize software applications

·        Excellent interpersonal, written, presentation, and oral communication skills, delivered in a manner appropriate to the audience

·        Ability to establish priorities, organize, schedule, and complete tasks independently.

·        Positive attitude

·        An entrepreneurial approach in supporting the growth of the College

·        Valid driver’s license and accessibility to transportation.

 

Preferred Qualifications

·        Experience with tribal communities and tribal education

·        Bachelor’s degree

·        Experience providing administrative support to an executive

·        Proficient in using enterprise management systems, Microsoft Professional Suite—especially PowerPoint, Word, Excel, and Google applications, such as calendar, email, forms.

Qualified Native American applicants strongly encouraged to apply

About California Indian Nations College

California Indian Nations College is an exciting opportunity! We are an emerging tribal college, chartered by the Twenty-Nine Palms Band of Mission Indians, with a curriculum that incorporates Native culture, language, and values. The College is currently pursuing institutional accreditation and, once completed, will be the only accredited tribal college in the State of California. With the support of local Tribes, the College of the Desert, the University of California, Riverside, and Native American educators and community members, we are growing faster than we could imagine!

We aim to continue this momentum with the inclusion of highly-skilled, experienced, and motivated individuals who can help us do a nearly impossible task: build the College from the ground up. CINC needs creative individuals with the ability to excel at their positions and engage with students from a wide range of academic skills and backgrounds.

CINC is currently located in Palm Desert, California, in the heart of Southern California Indian Country. Multiple reservation communities are nestled in the Coachella Valley among the backdrop of the Santa Rosa and San Jacinto mountains in central Riverside County.

APPLY
California Indian Nations College is looking for highly qualified individuals. Only those who meet the minimum qualifications will be considered for the positions below. Please submit your CV and/or resume along with your cover letter and a Diversity Letter to hr@CINCollege.org.