Monterey Peninsula College

Senior Executive Assistant

Salary: $6,800.00 - $8,703.00 Monthly

Job Type:

Job Number: 2024-00019

Closing: 1/6/2025 11:59 PM Pacific

Location: Monterey, CA

Division: President, Office of the

Description

JOB SUMMARY

Under general supervision, provides assistance and administrative 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; serves as recording secretary to the Governing Board of Trustees; serves as the liaison for staff and the outside community with the Executive Team and the Governing Board, regularly requiring a high level of tact, confidentiality, independent judgment and discretion; assists in maintaining a positive image of the District; initiates and exercises independent analysis and judgment in the application and follow through of administrative decisions; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

A Senior Executive Assistant is distinguished from an Executive Assistant in that an incumbent in the latter class primarily performs confidential administrative support to a Vice President or Assistant Superintendent.

This class is designated as Confidential in accordance with the provisions of Government Code Section 3540.1. The term "Confidential" refers to an employee who is required to develop and present management positions with respect to employer-employee relations or whose duties normally require access to confidential information that is used to contribute significantly to the development of management positions as communicated in Government Code Section 3540.1.

Example of Duties

DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• Organizes and manages the day-to-day operations of the Superintendent/President's Office to ensure efficient and effective office operations, setting priorities and meeting critical deadlines; processes administrative details not requiring the immediate attention of the Superintendent/ President; performs a variety of technical and confidential duties independently in support of the administration; interprets and applies rules and regulations as appropriate.

• Acts as liaison in coordinating calendar and administrative matters between the Superintendent/ President and other departments, divisions, students and other constituents; represents the Superintendent/President' Office over the phone, in person, and online; screens and responds to all requests for appointments, services and information; keeps updated on sensitive, important or special interest issues of the Superintendent, the Governing Board, the District and community; exercises independent judgment in matters requiring the attention of the Superintendent or the Governing Board; works independently and anticipates and resolves conflicts as appropriate.

• Coordinates the preparation of Governing Board and Committee agendas, agenda packets, presentations, and supplemental materials; attends Board and other meetings and records proceedings; assists in ensuring compliance with Brown Act requirements including distributing agenda and Board packets and posting electronic materials to web page; takes, prepares and posts official meeting minutes.

• Plans, organizes, and maintains official records of the Governing Board including historical and official records, agendas, minutes, Board packets, resolutions, election information, Form 700s, voting regulations, Board policies and procedures, legal opinion,s and required training; indexes Governing Board actions for historical and reference purposes; maintains the Governing Board Policy Handbook.

• Assists in updating policies and administrative procedures in accordance with legal mandates and changes in law, following governance approval processes; keeps Governing Board Policy and Administrative Procedure web pages current; informs District community of changes in policy/procedures.

• Researches and gathers documents, materials, and background information needed to prepare Superintendent/President and/or Governing Board for meetings, events, and appearances; drafts a variety of reports, positioning statements, timelines, speeches, and presentations; reviews and responds to Public Records Act requests within prescribed timeline.

• Drafts for review, types or transcribes highly confidential information regarding personnel matters, labor relations, and controversial issues, individuals or projects with District-wide implications; renders confidential assistance to other executives as necessary.

• Acts as an information source regarding the District's policies and procedures; provides information where judgment, knowledge and interpretations are required, especially in the proper handling of confidential information; maintains currency in District rules, regulations, policies and procedures.

• Plans, organizes and maintains confidential electronic and manual files and documentation; researches, composes and compiles correspondence, resolutions, manuals, statistical reports and final reports and other information using a variety of computer software and internet resources; maintains and updates web pages; uses presentation software for public speaking activities; transmits orders, decisions and memoranda from the Superintendent/President and the Governing Board.

• Schedules and coordinates the work of clerical and other staff for office support services and special projects as assigned.

• Oversees the budget for the Superintendent/President's office; processes electronic requisitions, purchase orders and budget transfers; makes travel arrangements and processes travel expense claims for the Superintendent/President and the Governing Board; orders office supplies, cards, food and materials.

• Leads, provides work guidance, and participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with District standards; provides information, instruction and training on work processes, proper uses of equipment and safe work practices; may provide input to supervisor on employee work performance and behaviors; assists in ensuring a fair and open work environment in accordance with the District's commitment to equal employment opportunity.

• Demonstrates an understanding of, sensitivity to, and appreciation for the diverse academic, socio-economic, cultural, disability, gender identity, religious, sexual orientation, and ethnic backgrounds of students and staff attending or working on a community college campus.

OTHER DUTIES

• Coordinates logistics for Governing Board Meetings and a variety of committee meetings and events including audio-visual support and coordination of facilities and vendors.

• Performs related duties as assigned.

Qualifications

QUALIFICATIONS

Required Education and Experience

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

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; or an equivalent combination of experience and training.

Desirable Education and/or Experience

• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program or the ability to travel to other District campuses and locations.

• Graduation from an associate degree program.

• Experience in a community college or higher education.

• Fluent in English and Spanish.

Knowledge of:

• Modern office administration practices, procedures and techniques.

• Interpersonal skills including tact, patience and courtesy; basic public relations techniques.

• The role and responsibilities of the Governing Board and committees.

• District payroll and general accounting systems operations, practices and procedures.

• District policies, procedures and rules regarding budgeting, purchasing, and travel/training and expense reporting.

• Federal, state, local and laws, regulations and policies governing community colleges and educational institutions applicable to the work including provisions of the Brown Act and the Public Records Act.

• Principles and practices of sound business communication.

• Safety policies and safe work practices applicable to the work.

Ability to:

• Represent the District and the Superintendent/President effectively with students, staff, educational and governmental officials, community groups, and business and professional organizations in a variety of forums within limits of authority.

• Effectively communicate, listen, understand and be sensitive to issues and concerns.

• Identify, address and assist in resolving problems and conflict among individuals and groups with diverse and varied opinions and concerns.

• Research and collect accurate and relevant data from multiple sources.

• Maintain security and confidentiality of records and information.

• Work efficiently on several tasks simultaneously; prioritize and schedule work to meet schedules and deadlines.

• Learn new software programs as required.

• Interpret, apply and explain rules, regulations, policies and procedures.

• Apply the Brown Act; accurately take and transcribe minutes of meetings.

• Prepare clear and comprehensive reports, correspondence and budget estimates.

• Operate a computer and use standard business software including BoardDocs.

• Establish and maintain cooperative and effective working relationships with others.

• Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.

• 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 in a primarily office working environment.

• Moderate periods of sitting.

• Occasional standing, walking, stooping, bending and kneeling.

• Periodic handling and lifting of up to 20 pounds unassisted.

• May be required to operate a vehicle or travel to locations other than primary worksite.

Work Schedule / Supplemental Information

Work Schedule 40 hours per week/ 12 months per year Assigned Shift Monday - Friday, 8:00 AM - 5:00 PM Hours may vary, some weekend and evening hours are required. Management reserves the right to change schedules as needed Salary Range:$6,800 (Step A) - $8,703 (Step F) + GREAT BENEFITS PACKAGE

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

mailto:gcardenashernandez@mpc.edu

831-645-1392

Monterey Peninsula Community College District is committed to educational equity for all students, as outlined in the https://www.mpc.edu/about-mpc/leadership/board-of-trustees, https://go.boarddocs.com/ca/mpc/Board.nsf/files/BJLSXW74D733/$file/12-11-19%20EDMasterPlan%20Board%201st%20Read.pdf https://get.adobe.com/reader/, http://chrome-extension//efaidnbmnnnibpcajpcglclefindmkaj/https://www.mpc.edu/home/showpublisheddocument/43461/638417984874070000, and http://chrome-extension//efaidnbmnnnibpcajpcglclefindmkaj/https://go.boarddocs.com/ca/mpc/Board.nsf/files/BG7ME45A5A6E/$file/09-25-19%20Student%20Equity%20Plan%20Board%20Presentation.pdf https://get.adobe.com/reader/. 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.We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, orientations, and intersections of these identities, and others not yet identified. 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 dedicated 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:Hold ourselves accountable as educators for closing equity gaps and engaging in equitable practices; Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility; Implement positive race-consciousness and embrace human difference; Reflect on institutional and teaching practices and make them more culturally responsive; and Collaborate with colleagues on 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 or career goals. All departments value collaboration across disciplines to create inclusive, integrated, and interdisciplinary learning experiences.

To apply, visit https://apptrkr.com/5872697

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