Administrative Assistant, Senior

Posting Details (Default Section)

Position Title Administrative Assistant, Senior
Special Instructions to Applicants
NOTE : New employees will be placed at the first step which is $$65,424.00 per year, second step $68,724.00 per year or third step at $72,204.00 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $79,704.00 per year is reached on the salary schedule.

Yearly Salary: $65,424.00 (Step 1) - $79,704.00 (Step 5)

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Los Medanos College
Posting Number 0002285
# of Openings 1
Range 58
Salary Yearly: $65,424.00 (Step 1) - $79,704.00 (Step 5)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration: N/A
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday- Friday
8:30am-5:30pm (Fully in person)

Shift Differential % N/A
# of Months 12
Non-work Periods: N/A
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department L1090-Office of Instruction
Position Definition
To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President's Office or other high-level executive manager.

Distinguishing Characteristics
Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III - This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior - This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:

• Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive's Office, relieving the executive of a variety of technical and administrative duties.
• Serves as a liaison between the executive and the public, students, staff, and other campus officials.
• Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
• Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
• Provides complex workflow and office coordination of assigned department or program area.
• Maintains and updates web pages for assigned department.
• Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
• Assists or gives guidance to staff, students and the public regarding departmental processes.
• Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
• Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
• Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
• Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
• Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
• Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• May notify students of and post canceled classes.
• Dispatches service requisitions; determines and assigns priorities of requests.
• May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
• Performs related duties as assigned.

• Demonstrated ability to independently manage complex, high-volume administrative operations for senior leadership, exercising sound judgment, prioritizing effectively, and ensuring timely, high-quality completion of work.
• Demonstrated ability to interact effectively and respectfully with diverse students, faculty, staff, and community members, applying an equity-minded lens to communication, problem-solving, and service delivery while maintaining professionalism and appropriate boundaries.
• Ability to independently gather, analyze, and synthesize information from multiple sources and present it in clear, well-organized, and accurate written formats that support executive decision-making and reflect institutional priorities and standards.

1. * Please tell us how you meet the minimum qualification of: (1) EDUCATION: Possession of an Associate degree from an accredited college, or the equivalent and (2) EXPEREINCE: four (4) years of experience performing broad and increasingly responsible clerical and administrative duties. (Please be sure the employment history section of your application supports your answer)
   (Open Ended Question)
   
2. * Tell us about a time you were responsible for managing multiple high-priority tasks for a senior leader with limited direction. How did you determine priorities, ensure follow-through and keep your supervisor appropriately informed?
   (Open Ended Question)
   
3. * In this role, you will interact with individuals from a wide range of backgrounds and roles, often balancing competing needs and requests. How do you approach providing excellent service while also ensuring equitable, consistent, and appropriate support aligned with leadership priorities?
   (Open Ended Question)
   
4. * This role often requires researching topics, gathering input from multiple sources, and preparing clear, organized written summaries or materials to support decision-making. Can you describe a time when you had to take complex or incomplete information and turn it into a clear, accurate, and well-structured document? What was your process?
   (Open Ended Question)
   

1. Resume/CV
2. Unofficial Transcript (must show degree(s) conferred)

1. Application for Equivalency
2. Unofficial Transcript 2
3. Unofficial Transcript 3
4. Unofficial Transcript 4
5. Foreign Degree Evaluation Form (NACES Approved Agency)