Job Details

Administrative Assistant IV to the Vice President for Academic Affairs - Confidential
Go to our website »

Position Number: 5138895
Location: Monterey, CA
Position Type: Academic Vice Presidents and Provosts

Monterey Peninsula College

Administrative Assistant IV to the Vice President for Academic Affairs - Confidential

Salary: $5,056.00 - $6,474.00 Monthly
Job Type:
Job Number: 2023-00044
Closing: 4/30/2024 11:59 PM Pacific
Location: Monterey, CA
Division: Academic Affairs

Description

Priority Screening Deadline April 30, 2024, at 11:59 pmJob Summary
The Administrative Assistant IV to the Vice President for Academic Affairs is a confidential assistant supporting the day-to-day operations of the office. This is a fast-paced environment and will require a variety of office and communication skills.

Job Description
Reporting directly to the Vice President of Academic Affairs, the administrative assistant
will assist by planning, coordinating, and participating in support activities related to the responsibilities of the assigned area. Receive limited supervision within a broad framework of standard policies and procedures. Perform complex administrative and support duties of the office; initiate and exercise independent judgment in the application and follow through of administrative decisions and policy-making; accurately interpret College policies, procedures, standards, and requirements; establish and maintain contact with college and other agency personnel; maintain confidentiality regarding all matters of the office.

Example of Duties

Essential Functions
Coordinate and expedite completion of a variety of complex activities that relate to the business of the office of the Vice President; coordinate workflow and work schedules of office staff; act as administrative liaison to various outside agencies and individuals, as well as groups, committees, and individuals within the college.

Perform varied complex and responsible administrative support duties to assist in the processing and completion of the administrative operation of the office which may include creation and preparation of: spreadsheets and databases, letters, reports, statistical data, project documentation, resolutions, purchase requisitions, and final reports.

Develop and implement special projects as assigned including but not limited to: Accreditation Review, enrollment management, coordination of student evaluation of faculty, oversight of campus-wide instructional equipment budget.

Train staff; coordinate daily work activities of Office of Academic Affairs staff including evening secretary. Coordinate staff office coverage. Attend to administrative details not requiring the immediate attention of the Vice President.

Act as an information source to visitors and callers regarding policies and procedures; provide information where judgment, knowledge and interpretations are necessary; refer to appropriate sources as necessary; resolve issues independently where appropriate and within scope of authority;

Coordinate/attend various meetings as assigned; responsible for efficiently and accurately apprising issues, proposals and resolutions reached at such meetings; take/transcribe meeting/committee notes as required.

Maintain control files on matters in progress; maintain confidentiality on files and all matters relating to assigned area; implement negotiated items pertaining to faculty collective bargaining agreement as assigned, including faculty evaluations and flex day contracts.

Prepare input for board agendas; review historical files; provide current data and information regarding board reports.

Arrange meetings, appointments, schedules, conferences, travel arrangements and itineraries related to functions of the office; prepares and maintains a master calendar for the office.

Other Duties
Perform other related duties as assigned.
Participate on committees as required.
May supervise students as required.

Qualifications

Education and Experience (Minimum Qualifications)
Any combination of training and experience which would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college level course work in business skills, office administration or a related field and three years of experience per the forming complex and challenging administrative support for a high level administrator involving analytical and technical skills and the coordination of office projects and activities.

Diversity:

Demonstrate an understanding of, sensitivity to and appreciation for, the diverse academic, ethnic, socioeconomic, disability and gender diversity of students and staff attending or working on a community college campus.
Knowledge
Knowledge of: general functions of a complex organization (e.g. an educational institution); current office methods and practices including filing systems, business telephone skills, letter and report writing; a variety of computer programs including word processing and spreadsheet/database applications; mathematical computations; public and human relations skills.

Abilities
Ability to: understand and independently carry out oral and written instructions; prioritize tasks and do several tasks simultaneously; accurately and efficiently use a variety of word processing, spreadsheet and/or database programs to create/produce letters, reports, spreadsheets and other documents as needed to fulfill the requirements of the job; learn and successfully use new software programs as required to fulfill the requirements of the job; use appropriate and correct English grammar, spelling, and punctuation; perform arithmetical calculations with speed and accuracy; learn and successfully apply current/new office policies and procedures; analyze situations and make decisions on procedural matters without immediate supervision; communicate effectively in both oral and written form; efficiently use a variety of office equipment as needed to fulfill the needs of the job; maintain security and confidentiality of records and information; establish and maintain effective work relationships with those contacted in the performance of required duties; demonstrate an understanding of, sensitivity to and appreciation for, the academic, ethnic, socio-economic, disability and gender diversity of students and staff attending or working on a community college campus.

PHYSICAL EFFORT/WORK ENVIRONMENT
Light to moderate physical effort; occasional standing or walking; periodic handling of lightweight parcels up to 15 pounds. Indoor work environment.

PROOF OF VACCINATION
New employees may begin serving in their assignments only after they are in compliance with current health or vaccination requirements.

DESIRABLE QUALIFICATIONS

Prior experience working in an educational, public service, or other environment providing customer service.
Prior experience working in a fast-paced office environment.
Experience using word processing and spreadsheet software (e.g., Microsoft Office or Google Apps) and Adobe Acrobat.
Ability to manage multiple tasks, projects, and deadlines.

Work Schedule / Supplemental Information

Work Schedule
Monday-Friday, 8:00 am - 5:00 pm
40 hours per week/ 12 months per year
*Management reserves the right to change schedules as needed

Salary
$4,506 (Step A) - $ 5,769 (Step F) + 5% Confidential Stipend + EXCELLENT BENEFITS

How to Apply

Visit www.mpc.edu/employment and select "classified and other positions." Here you will find the announcement and the "apply" button in the upper right-hand corner. You will be asked to log-in or create a new user account.

Complete all required fields of the application and:

Attach a .pdf of your cover letter that describes why you are interested in the position and how your background applies to the major duties of the position, and please address each of the desirable qualifications listed in this job announcement (2 pages maximum).
Attach a .pdf of your resume
Answer the required diversity statement

Only items listed above will be reviewed by the screening committee. Human Resources does not accept additional materials such as: letters of reference, test scores from other institutions, certificates of courses/programs completed, letters of commendation from schools, or transcripts with your application. Such items, if included, will not be forwarded to the selection committee. If you are a finalist, HR will request any reference information that is required. Monterey Peninsula College reserves the right to close or continue the recruitment at any time.

Conditions of Employment

Offers of employment are contingent upon Governing Board's approval. Employment with Monterey Peninsula College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit proof of freedom from tuberculosis and proof of eligibility to work in the United States. Employees must sign the Oath of Affirmation of Allegiance, and submit fingerprints.

For additional information regarding the recruitment please contact

Gerardo Cardenas Hernandez

Human Resources Specialist

gcardenashernandez@mpc.edu

831-645-1392

Monterey Peninsula Community District is committed to achieving educational equity for all students as outlined in the District's Governing Board Goals, Educational Master Plan, Equal Employment Opportunity Plan, and Student Equity Plan. We provide students with a rich and dynamic learning experience that embraces differences emphasizing collaboration, engaging students in and out of the classroom, and encouraging them to realize their goals and become global citizens and socially responsible leaders. When you join our team at Monterey Peninsula College, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, classified staff, administration, students, and community partners.

Monterey Peninsula College is designated as a Hispanic Serving Institution (HSI) and is an affiliate of the statewide Umoja Community of California Community Colleges. Monterey Peninsula College has a diverse student population that is a reflection of the communities it serves. MPC serves approximately 12,000 students (for the 2020-21 year). MPC's comprehensive curriculum and student services are designed to meet the needs of a diverse student body and include transfer, career and technical education, basic skills, and continuing education offerings.

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who are also committed to closing equity gaps. An equity-minded individual is a person who already does or has demonstrated the desire to:

(1) Understand the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices;

(2) Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;

(3) Encourage positive race-consciousness and embrace human difference;

(4) Reflect on institutional and teaching practices and aim to make them more culturally responsive; and

(5) Strategically build buy-in and participation among colleagues for equity-related initiatives

Monterey Peninsula College seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals. All departments strongly encourage collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences. College faculty are expected to be knowledgeable about, and willing to use, different learning and teaching methods appropriate to the students they serve.

To apply, visit https://www.schooljobs.com/careers/mpc/jobs/4448423/administrative-assistant-iv-to-the-vice-president-for-academic-affairs-confiden