MONTEREY PENINSULA COLLEGE

invites applications for the position of:

*Temporary Assignment - Executive Assistant to the Superintendent/President (IMMEDIATE OPENING)

SALARY: $23.81 - $30.46 Hourly

OPENING DATE: 01/11/18

CLOSING DATE: Continuous

DESCRIPTION:

Position Open Until Filled

Temporary employees are occasionally needed for substitute assignment.

Under the general direction of the Superintendent/President, provide assistance and support to the Superintendent/President and Governing Board by performing a wide variety of complex, technical, and responsible duties related to the day-to-day functions of the President's office; serve as recording secretary to the Governing Board; assist in maintaining a positive image of the District. Initiate and exercise independent judgment in the application and follow through of administrative decisions; provide extensive public and organizational contacts with accurate interpretation of policies, procedures, and standards. Maintain a high level of confidentiality.

EXAMPLE OF DUTIES:

Organize and manage the day-to-day activities of the Superintendent/President's office to assure efficient and effective office operations, setting priorities and meeting critical deadlines; coordinate communications; perform administrative details of the Superintendent/President's office.

Assemble, prepare and distribute board agendas, minutes and supplemental materials; attend Board and other meetings and record proceedings; prepare comprehensive official minutes; maintain official records including an index of Board actions for historical and reference purposes. Maintain the Governing Board Policy Handbook.

Process administrative details not requiring the immediate attention of the Superintendent/President; perform a variety of technical and confidential duties independently in support of the administration; interpret and apply rules and regulations as appropriate.

Manage the Superintendent/President's calendar; schedule meetings and appointments.

Exercise independent judgment concerning matters requiring the Superintendent/President's attention to assure timely action; remain current concerning problems, situations and conditions of special interest to the Superintendent/President.

Act as an information source regarding the college's policies and procedures; provide information where judgment, knowledge and interpretations are required especially in the proper handling of confidential information; maintain currency in College rules, regulations, policies and procedures.

Prepare a variety of correspondence documents, resolutions, manuals, statistical reports, and final reports independently and/or from oral instructions; verify data for accuracy, completeness and compliance with established procedures; input and retrieve data in computer systems; transmit orders, decisions and memoranda from the Superintendent/President and the Governing Board.

Answer telephone; interview office visitors and answer questions, resolve complaints where appropriate, and provide desired information, or refer to appropriate source.

Arrange appropriate office support services such as reception coordination, planning logistics and providing materials; work with other offices and agencies coordinating specific activities ensuring successful accomplishments and/or results.

Exercise discretion in representing the office of the Superintendent/President and the Governing Board.

Maintain calendar of events for Superintendent/President and the Governing Board; make travel arrangements and process travel expense claims.

Other Functions

Perform other related duties as assigned.

Direct and monitor personnel assigned to the office.

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of training, experience and education would indicate possession of the knowledge, skills and abilities listed herein. For example, completion of two years of college level course work in office administration or a related field, and four years of experience performing complex and challenging administrative support for a high level administrator involving analytical and technical skills, extensive public contact, and the coordination of office projects and activities.

Knowledge

Knowledge of: current office administration practices and techniques; software and computer usage as needed to fulfill the requirements of the job; a variety of office equipment; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills including tact, patience and courtesy and public relations techniques.

Ability

Ability to: communicate effectively both orally and in writing; independently carry out oral and written instructions; maintain security and confidentiality of records and information; work efficiently on several tasks simultaneously; effectively prioritize and schedule work to meet schedules and deadlines; independently compose correspondence and other written materials; accurately take and transcribe minutes of meetings; answer phone and greet public in a professional and courteous manner; 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; research, compile, analyze, interpret and prepare a variety of administrative reports; learn and successfully use new software programs as required to fulfill the requirements of the job; accurately interpret, apply and explain rules, regulations, policies and procedures as needed; learn and apply the Brown Act; 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; efficiently use a variety of office equipment as needed to fulfill the needs of the job; 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

Indoor work environment; light to moderate physical effort; occasional standing or walking; periodic handling lightweight parcels or supplies.

WORK SCHEDULE / SUPPLEMENTAL INFORMATION:

Work Schedule

Temporary, Up to 29 Hours Per Week

Assigned Shift

Management reserves the right to change schedules as needed

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 .pdf of your cover letter which describes your interest in and qualifications for the position. AND

• Attach .pdf of your resume AND

• Answer any required supplemental questions, if prompted

For questions or concerns, please contact:

Maddison Burton

mburton@mpc.edu

831-645-1341

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 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 California Department of Justice clearance.

For full application instructions and position description, visit http://apptrkr.com/1150079

NOTE Smoking Policy: Smoking on campus is limited to designated smoking areas.