Portland Community College | Portland, Oregon Portland Community College

People Strategy, Equity, and Culture

Executive Coordinator to the District President and Board of Directors

  • Title: Executive Coordinator to the District President and Board of Directors
  • Category: Confidential
  • FLSA: Exempt
  • Grade: II

Job Summary

Under the direction of the District President and Board of Directors works independently to provide complex and confidential support requiring discretion and judgment in matters of significance. The primary duties and responsibilities involve the oversight of executive office operations and Board support. Typical responsibilities include coordinating District President’s  and Board of Directors’ calendars; arranging meetings and events; assisting in budget preparation; recording board minutes, arranging travel, and assisting students, staff, and the public; and, representing the District President’s office and the Board of Directors on committees and at meetings.

Distinguishing Characteristics

The Assistant to the District President/Board is distinguished from other executive support positions by its responsibility for providing high-level support to the District President and Board of Directors. Assignments require a high degree of confidentiality and involve interactions with multiple levels of staff and contacts outside the area of assignment/campus.

Typical Duties and Responsibilities

  1. Prepares, maintains, and creates various schedules and/or events for the District President and the Board of Directors. Determines priorities for event attendance.
  2. Coordinates the daily operations of the executive office which includes the President and Board by prioritizing projects; managing calendar; conducting follow-ups on necessary issues and items; and/or, performing other related activities.
  3. Coordinates event attendance for the Board of Directors and the President to ensure PCC representation at key events, while minimizing duplication.
  4. Serves as a clearinghouse for communications for the District President and the Board which includes prioritizing, disseminating, composing, and distributing information to campuses, District personnel, the public, and key decision makers within the District.
  5. Disseminates oral and written communications and information from the District President’s Office and the Board to external and internal customers.
  6. Oversees various internal and external committees of the President and Board, as assigned.
  7. Manages routine activities within the District President’s Office which includes communications, budgeting, workflow, media inquiries, public inquiries, and/or other related information.
  8. Represents the Office of the President and the Board with the public and the community.
  9. Maintains confidential files and records for the District President and the Board.
  10. Initiates, coordinates, and revises policy recommendations for Board action which includes determining meeting schedules; developing and monitoring timelines; determining correct State statutory laws; observing and communicating Open Meeting Law requirements; and/or performing other related activities.
  11. Assists Board of Directors and President in college-driven outside functions including professional association travel/logistics, graduation, receptions, and related activities.
  12. Arranges President and Board member travel and logistics including change and travel reimbursement claims. Travels with the Board to major conferences and events.
  13. Attends Board meetings, including giving direction to the Board on proper procedural matters; managing the flow of public participation at meetings; recording meeting minutes; preparing and disseminating minutes; and/or performing other related activities.
  14. Prepares notices of Board Meetings and Executive Sessions, ensuring applicable administrative and legal requirements, State statutory laws, and Open Meeting Law requirements are fulfilled.
  15. Creates, develops, and monitors budgets for the President’s Office and the Board; analyzes financial constraints and timelines.
  16. Represents the President and the Board in/on a variety of internal and external meetings and functions including various ad hoc committees and taskforces.
  17. Compiles, composes, edits, produces, and distributes detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.
  18. Supports the President with Foundation development work which includes working with Foundation staff on a plan of action for the President to meet with donors, make calls, do follow-up including making database updates on President’s behalf.
  19. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Work Environment and Physical Requirements

Work is generally performed in an office environment, with frequent interruptions and irregularities in the work schedule. Frequent reaching, walking, standing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 10 pounds.  Position requires occasional evening and/or weekend hours.

Minimum Qualifications

Associate’s Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Six years of progressively responsible administrative support experience.

Knowledge, Skills, and Abilities

Knowledge of:
  • Administrative principles and practices;
  • Research methods;
  • Analytical methods;
  • Project management principles;
  • Higher education principles and practices;
  • Public relations principles;
  • Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
  • Modern office equipment including computer hardware and software;
  • District policies and procedures;
  • Budgeting principles and procedures;
  • Grammar, punctuation, and spelling;
  • Mathematical principles and concepts.
Skills in:
  • Managing complex problems;
  • Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals.
Ability to:
  • Coordinate events and activities;
  • Facilitate meetings;
  • Conduct research and analyze results;
  • Operate modern office equipment;
  • Maintain records;
  • Provide customer service and promote positive public relations;
  • Compose, edit, proofread, and format letters, correspondence, reports, and other written materials;
  • Develop, track, and monitor budgetary expenditures and other fiscal items;
  • Read and interpret applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
  • Take, prepare, and disseminate meeting minutes;
  • Maintain confidentiality;
  • Gather and organize information;
  • Work with diverse academic , cultural, and ethnic backgrounds of community college students and staff;
  • Utilize computer technology used for communication, data gathering and reporting; including Microsoft Word, Excel, PowerPoint, databases, email, internet research and other applicable programs;
  • Communicate effectively through oral and written mediums.

Reviewed: 12/2018

  • Replaces: Assistant to the District President/Board 1/2016