Executive Assistant to the Vice Chancellor (Confidential)

We need to output HTML fragment with sections for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections where there is real specific content. The posting includes General Purpose (which could be About the role). Essential Duties and Responsibilities (Responsibilities). Employment Standards / Minimum Qualifications (Qualifications). Also includes Knowledge Of etc. Might be Skills. There's no explicit Benefits, Pay, Schedule. So we should not include those sections. We need to use

for section headings. Use

• for any list of duties/requirements/benefits, and

  for prose. We need to preserve all substantive information, not invent or summarize away detail. Remove boilerplate etc. The posting includes a lot of text; we need to keep it but format. We need to decide what goes into each section. Section "About the role": could be the General Purpose paragraph. We'll put that as

  . Section "Responsibilities": Essential Duties and Responsibilities. That's a long list; we can break into

  • items. The text includes many sentences; we can split by semicolons? Better to keep each duty as a list item. The original text: "Provides clerical and administrative support to a Vice Chancellor; composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; drafts Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete. Drafts for review, types and/or transcribes highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications; renders confidential assistance to other executives as necessary. Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of matters; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; prioritizes requests and facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends action to resolve issue. Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts. Researches and gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to executive for review. Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes. Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems. Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; monitors multiple budgets from a variety of funding sources; participates in grant administration functions including basic grant writing, collecting program data and generating performance reports. Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minute ; updates and maintains records and data on Board web pages. Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical/legal/regulatory requirements. Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values. Coordinates personnel processes for hiring and evaluation purposes; ensures the accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes. Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District. Other Duties Provides backup for other departments or division office administrative support staff. Evaluates, enhances and documents office workflow, program operations, policies and procedures. Organizes a variety of formal and informal meetings and events including tours, receptions and conferences. Maintains records and issues District office keys to employees. Orders and replenishes an inventory of office materials and supplies. Represents the District on internal committees and task forces and with external groups and organizations. Performs related duties as assigned." We need to split into list items. Could break at each sentence ending with period. But many sentences are long with semicolons. Simpler: treat each clause separated by semicolon as separate duty? Might be too granular but acceptable. However we must preserve all substantive information; splitting is okay as long as we don't lose info. We could also keep as paragraphs within

    but requirement says use

    • for any list of duties/requirements/benefits. So we need to make a list. We'll create list items each starting after a semicolon or period. Let's manually parse. I'll rewrite duties as separate items: - Provides clerical and administrative support to a Vice Chancellor. - Composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature. - Drafts Board of Trustee documents and reports. - Proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures. - Ensures materials, contracts, reports and documents for signature are accurate and complete. - Drafts for review, types and/or transcribes highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with District-wide implications. - Renders confidential assistance to other executives as necessary. - Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of matters. - Provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online. - Prioritizes requests and facilitates the completion of action items and the flow of information. - Researches requests or complaints and refers matters to appropriate staff and/or takes or recommends action to resolve issue. - Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public. - Maintains a variety of calendars. - Tracks pending matters and contracts. - Researches and gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees. - Researches best practices, prior actions, student data and financial information and forwards to executive for review. - Attends and provides administrative support to a variety of committees and other District meetings. - Participates in the preparation of the agenda, presentations and meeting packets. - May take verbatim meeting notes or transcribe recordings. - Keeps minutes and records of assigned committees in accordance with the Brown Act. - Maintains committee records and disseminates and tracks all formal actions and outcomes. - Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records. - Creates and maintains electronic and physical filing systems. - Creates and maintains spreadsheets and databases. - Reviews, submits and tracks requests for payments and purchase orders. - Reviews travel and conference expense forms. - Monitors multiple budgets from a variety of funding sources. - Participates in grant administration functions including basic grant writing, collecting program data and generating performance reports. - Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures. - Assists in the preparation and posting of Board agendas, recommendations, documents and minutes. - May attend Board meetings and take minutes. - Updates and maintains records and data on Board web pages. - Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff. - Assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards. - Monitors workflow to ensure that mandated deadlines are being met in an optimal manner. - Provides information, instruction and training on work procedures and technical/legal/regulatory requirements. - Provides input to supervisor on employee work performance and behaviors. - Assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values. - Coordinates personnel processes for hiring and evaluation purposes. - Ensures the accuracy of time cards and payroll processes. - Coordinates the timely resolution of employee grievance and discipline processes. - Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District. - Provides backup for other departments or division office administrative support staff. - Evaluates, enhances and documents office workflow, program operations, policies and procedures. - Organizes a variety of formal and informal meetings and events including tours, receptions and conferences. - Maintains records and issues District office keys to employees. - Orders and replenishes an inventory of office materials and supplies. - Represents the District on internal committees and task forces and with external groups and organizations. - Performs related duties as assigned. Now "Employment Standards / Minimum Qualifications": includes Knowledge Of etc. We'll treat as Requirements/Qualifications. Could split into Knowledge, Skills, Abilities. We'll make a list. The text after "Employment Standards / Minimum Qualifications" includes: "Knowledge Of KNOWLEDGE, SKILLS AND ABILITIES Office administrative and management practices and procedures. Advanced principles, practices and techniques used in customer service, public relations and community outreach. Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies. Basic research and analysis techniques. Provisions of the Brown Act and the Public Records Act. Bookkeeping and elementary accounting practices and procedures. District and College services, program goals, objectives, policies, procedures and practices. District student recordkeeping practices and procedures for processing student information and interpreting input and output data. District payroll and general accounting systems operations, practices and procedures. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation. District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting. Applicable sections of the California Education Code. Applicable federal, state and local laws, rules and regulations. Safety policies and safe work practices applicable to the assignment. Basic principles and practices of employee work guidance and direction. Personnel Commission Rules, Board Po" It cuts off at "Board Po". Likely truncated. We'll keep as is. We can split each sentence after period. List items: - Office administrative and management practices and procedures. - Advanced principles, practices and techniques used in customer service, public relations and community outreach. - Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies. - Basic research and analysis techniques. - Provisions of the Brown Act and the Public Records Act. - Bookkeeping and elementary accounting practices and procedures. - District and College services, program goals, objectives, policies, procedures and practices. - District student recordkeeping practices and procedures for processing student information and interpreting input and output data. - District payroll and general accounting systems operations, practices and procedures. - Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation. - District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting. - Applicable sections of the California Education Code. - Applicable federal, state and local laws, rules and regulations. - Safety policies and safe work practices applicable to the assignment. - Basic principles and practices of employee work guidance and direction. - Personnel Commission