Executive Assistant (Confidential/VP - Student Services)

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. 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. *** Priority Screening Deadline November 1, 2026 *** JOB SUMMARY Under general supervision, provides complex, technical and responsible assistance and administrative support to a Vice President; creates and maintains documents, reports, records and files required for work processes; performs research and oversees small administrative projects; assists in budget development and tracking; performs complex scheduling and calendaring; staffs committees, takes and posts agendas and minutes; regularly interacts with the Superintendent/President's Office and other departments; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS An Executive Assistant is distinguished from a Senior Executive Assistant in that an incumbent in the latter class provides primary administrative support to the Superintendent/President and the Governing Board. Incumbents provide proactive and independent administrative support functions that require discretion and the use of initiative and judgment in selecting appropriate work methods, understanding and applying detailed information and procedures and meeting high standards of accuracy in handling routine and non-routine data. Incumbents provide lead-level work direction to lower-level clerical support staff and student aides. 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. 1. Organizes and manages the day-to-day operations of the Vice 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 Vice President; performs a variety of technical and confidential duties independently in support of the administration; interprets and applies rules and regulations as appropriate. 2. Acts as liaison in coordinating the Vice President's calendar and administrative matters between the Superintendent/President, other divisions and other constituents; acts as an information source to visitors, students and the public; screens and responds to all requests for appointments, services and information; resolves or appropriately refers student and community issues and concerns to appropriate manager. 3. Plans, organizes, tracks and maintains electronic and physical files and documentation; researches, composes and compiles correspondence, documents, statistical and final reports and other information using a variety of computer software and internet resources; maintains and updates divisional informational web pages; drafts, types or transcribes highly confidential information regarding personnel matters, labor relations, negotiations and controversial issues; prepares and maintains the divisional office master calendar. 4. Researches and gathers documents, materials and background information needed to prepare the Vice President for meetings, events, reporting and collective bargaining; reviews and responds to Public Records Act requests according to established District procedures within prescribed timeline. 5. Coordinates the preparation of divisional and committee meeting agendas; attends meetings including those related to bargaining and labor relations; records proceedings, takes, prepares and posts official meeting notes and minutes; as needed, assists in ensuring compliance with Brown Act requirements including distributing agenda and agenda packets and posting electronic materials to web page. 6. Interprets and provides technical information and training concerning division and department operations and related processes, standards, requirements, timelines, policies and procedures; assists in updating and streamlining operational processes and procedures; trains administrative support staff on divisional policies, processes and procedures; may act as a subject-matter expert on divisional software programs and modules. 7. Coordinates divisional administrative processes for hiring, tracking leave and time off, and evaluating faculty, staff, student and independent contractor positions; coordinates contract production for instructors and other contract employees. 8. Coordinates submission and approval of full- and part-time staff timecards, personnel action forms and other documentation needed for payroll; ensures accuracy of departmental payroll including conformance to work-hour restrictions; assists Payroll Department with resolution of payroll issues. 9. Monitors assigned budget(s); processes electronic requisitions, purchase orders and budget transfers; ensures accurate usage of funding codes and calculates billing; assists with making travel arrangements and processing travel expense claims; orders office supplies, cards, food and materials; tracks usage licenses including those related to software and music. 10. Schedules and coordinates a variety of staff trainings and professional development meetings; tracks and maintains mandated training attendance and completion records; coordinates logistics and scheduling for District events including working with and supporting the President's Office, other departments, vendors and speakers and coordinating the selection, purchase and production of invitations, programs awards and merchandise. 11. Leads, provides work guidance, and participates in scheduling, assigning and monitoring work of other employees and student workers 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. 12. 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. When Assigned to VP - Administrative Services 13. Processes and tracks claims brought against the District, which may require but is not limited to notifications to the Governing Board and the District's claims administration (insurance carriers); gathers facts/data used for discovery documents; participates in Property and Liability Inspections and Audits; participates in insurance renewal processes, maintaining Certificates of Coverage and may represent the District at related Joint Power Authority member meetings. 14. Assists with gathering data and drafting a variety of mandated reports and documents including the Clery Report and the Emergency Operations Plan, Illness and Injury Prevention Program, Property and Liability Inspection, District property endorsements and statement of values, purchase requisitions, and final reports; may assist with facilities rentals. When Assigned to VP - Academic Affairs 15. Coordinates Office of Academic Affairs administrative process including gathering and aggregating data used for enrollment tracking and reporting; receives and reviews faculty evaluation packets for completeness; collects signatures from the Vice President of Academic Affairs and the Superintendent/President when necessary; remove 'coordinates student evaluation of faculty; coordinates data, statistical reporting and documentation used for Accreditation reviews. When Assigned to VP - Human Resources 16. Enters new employee data, positions and classification information; responsible for intake and onboarding of short-term, non-continuing employees; responds to employment verifications inquiries. 17. Gathers data and coordinates Chancellor's Office required reporting including Equal Employment Opportunity (EEO) Expenditure reports 18. Acts as District Custodian of Records, performs background checks, and accesses LiveScan data from Department of Justice reporting portal; notifies the Vice President of criminal offenses; maintain and monitor TB clearance and notify employees of renewal requirements; researches, interprets and reviews data and escalates issues to the Vice President for resolution. 19. Receive and review personnel action forms (PAFs), routes for approval, and work collaboratively with District administrators and staff to ensure PAFs are completed accurately and timely. 20. Assist with employee recognition events, including coordinating and maintaining records, ordering recognition items, and assisting with dissemination. When Assigned to VP - Student Services 21. Provides administrative support for the Behavioral Assessment Resource Team; maintains the tracking and reporting systems, opens and closes incident reports, reviews and codes incidents, and ensures accuracy and validity of student and case management; ensures all matters are documented appropriately and handled within a reasonable timeframe; assists with Clery Reporting. 22. Provides leadership and coordination of the Commencement Ceremony. OTHER DUTIES 1. Attends meetings and may represent the area on committees. 2. Performs related duties as assigned. 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 three years of administrative support 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. Has an associate degree. 3+ years of experience providing executive-level administrative support, preferably in higher education or a public sector setting. Fluent in English and Spanish. Understanding of higher education programs and student services functions (e.g., admissions, financial aid, counseling, basic needs, EOPS, DSPS). Experience working with union environments and awareness of collective bargaining agreement and grievance processes. Experience with Banner or general ERP systems, and BoardDocs or general governance management software. Proficiency in Google Suite applications (Docs, Sheets, Slides, Gmail) and other computer programs such as Adobe Acrobat and Adobe Creative Cloud. Marketing background or familiarity with promotional/communications support for events (flyers, campus-wide announcements, social media coordination). Experience planning and coordinating events such as staff recognition events, meet-and-greets, retreats, or professional development days. Experience managing event budgets or working within allocated event funding. 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 District divisions, department and shared governance 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 area effectively with students, faculty, staff and the public 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 faculty, staff and student issues 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. Accurately take and transcribe minutes of meetings; learn and apply the Brown Act. Prepare clear and comprehensive reports, correspondence and budget estimates. Operate a computer and use standard business and department-specific software. 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 the 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 Management reserves the right to change schedules as needed Salary Range $5,899 (Step A) - $6,843 (Step D) + GREAT Benefits Package How to Apply Visit http://www.mpc.edu/about-mpc/campus-resources/human-resources/employment and select 'classified and other positions.' Here you will find the job 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). AND Attach a .pdf of your resume 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. For questions, please contact: Gerardo Cardenas Hernandez - HR Specialist gcardenashernandez@mpc.edu CANDIDATE TRAVEL REIMBURSEMENT Monterey Peninsula College will provide up to $1,000 travel reimbursement to eligible candidates. A candidate is eligible for travel reimbursement when they have participated in an in-person interview for first- and/or second-level interviews, and when they live 50 miles or more from the College. To apply, visit https://www.schooljobs.com/careers/mpc/jobs/5502293/executive-assistant-confidential-vp-student-services Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency je-f1506fd31f91442b8ed5449c41287e4f