Administrative Assistant to Vice President

Job description

Administrative Assistant to Vice President

Salary: $50,504.00 - $78,441.00 Annually
Job Type: Management
Job Number: 20191004
Closing: 10/25/2019 5:00 PM Pacific
Location: Merced, CA
Department: Student Services

(additional compensation for doctorate)
Salary will be commensurate with experience
Interviews to be held the week of November 18, 2019
Merced College is a midsized community college located in California's Central Valley. Founded in 1962, the college serves more than 16,000 students with room to expand on its 267 acre main campus and 120 acre Los Banos site. Merced, incorporated in 1889, offers historical sites, affordable housing, access to the Bay Area and Sacramento, and is the Gateway to Yosemite National Park and the Sierra mountains as well as home to the University of California Merced campus. Our tree-shaded, growing community of just over 80,000 includes multiple biking and walking trails as well as access to several lakes - large and small - throughout the county.

The Administrative Assistant to the Vice President of Student Services balances multiple responsibilities and provides administrative support to one of the largest areas on campus. The Administrative Assistant to the VPSS works with 16 Student Services programs and maintains strong relationships with each of the District's Divisions. This position requires a personable, dedicated, highly-organized individual with an interest in understanding how the organization works and in ensuring that student success remains a top priority. The Administrative Assistant to the VPSS will work with a dynamic team of Student Services professionals. If you like a fast-paced environment with lots of challenges, this is the ideal position.

Merced College Vision
Merced College will provide transformative and empowering educational experiences to meet student and community needs.

Merced College Mission
Growing our community through education and workforce training:

  • lifelong learning
  • basic skills
  • career technical education
  • transfer
  • degree/certificate programs

Ensuring student success through equitable access, continuous quality improvement, institutional effectiveness, and student achievement.

General Description:
Assists in planning, coordinating, and participating in the support activities related to the responsibilities of the Vice President and the departments they oversee. Performs complex, technical, and confidential duties for the Vice President.

Examples of Duties
Representative Duties:
  • Performs complex, highly skilled, confidential administrative support which includes the use of independent judgement
  • Maintains confidentiality of sensitive information and work performed
  • Assures smooth and efficient office operations
  • Provides input to the Vice President concerning timelines and priorities
  • Plans, coordinates and organizes office activities
  • Coordinates office work flow and functions
  • Collects, compiles, and digests information pertaining to related administrative or educational activities and prepares drafts of reports
  • Receives information which may be of a technical or confidential nature
  • Participates in meetings where confidential discussions regarding faculty, staff, students and administrators may occur, for the purpose of documenting proceedings and assisting the Vice President
  • Assists in developing, facilitating, and implementing a variety of District initiatives, operational, administrative, and program policies and procedures
  • Assists in administration, and maintenance of assigned budget(s)
  • Analyzes and summarizes budget expenditures; collects expenditures and cost reports; processes financial transactions
  • Handles projects requiring research, report writing and/or computerized spreadsheets, may assist or prepare materials for various manuals and may assist in the statistical analysis of data
  • Schedules, attends and participates in a variety of professional meetings, committees, and District events
  • Prepares printed materials, document and agendas as required
  • Takes and prepares minutes
  • Researches, compiles and disseminates information as appropriate
  • Receives calls and gives out information where judgment, knowledge, and interpretation of policies, procedures, and regulations are necessary
  • Maintains control files of matters in progress and expedites their completion
  • Makes travel arrangements and creates travel itineraries, including airline, hotel reservations, car rental and other related activities for assigned executive administrator and groups, when necessary
  • Exercises independent judgement and discretion in scheduling appointments and meetings for Vice President
  • Prepares and maintains a calendar of events to ensure timely coordination of office activities and status of assigned projects
  • Develops schedules related to District activities
  • Performs related duties and responsibilities as required
  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students
Knowledge of:
  • Possess knowledge of the overall District and understand the organizational structure of the College and the relationship of the various departments within the structure
  • Modern office equipment, practices and procedures
  • Program guidelines and policies
  • Principles of business letter and report writing, including the use of correct English, spelling and punctuation
  • Collection and organization of data and information
Ability to:
  • Compile and analyze data
  • Train and supervise the work of others
  • Interpret, apply, and explain rules and policies
  • Prepare and edit reports and other material
  • Perform responsible and complex administrative support using independent judgement, personal initiative and confidentiality
  • Work cooperatively with students, District employees and the public
  • Exercise considerable independence of action and expected to make independent decisions concerning policies and procedures of the organizational unit
  • Exhibit skill in tact, as well as good communication, when dealing with students, staff, faculty and/or the public
  • Possess a basic understanding of contractual agreements
  • Receive confidential information and maintain confidentiality
  • Work under steady pressure with frequent interruptions and high degree of public contact by phone or in person
  • Work independently and effectively in the absence of supervision, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling and time management

Typical Qualifications
  • Two years of college or three years of increasingly responsible secretarial experience
  • Transcribe minutes for meetings efficiently and effectively
  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students

Supplemental Information
How to Apply: Candidates will submit a complete application on the Merced College career pages at
  1. Letter of interest addressing your qualifications for the position
  2. Resume
  3. List five professional references
  4. Diversity Statement: Provide a statement about yourself that specifically demonstrates sensitivity to the needs of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and the community at large. Your response is limited to one (1) page.

Individuals with disabilities may request any needed accommodation to participate in the application process. Please submit your request with your application to the Human Resources Office.

Interview Information: Those applicants deemed most qualified for the position will be invited to appear for oral interviews before a screening committee. The interview process may include a pre-interview writing assessment. Finalist interviews with district administrators will follow the same or next day. A limited number of candidates will be invited to interviews. Expenses for travel and accommodations will be the responsibility of the candidates.

Employee Benefits: The District pays (with small contribution from employee) health, prescription, vision and dental insurance premiums for the employee and dependents. Life and income protection insurance premiums are provided for the employee only, as well as paid vacation, sick leave, and holidays.

Condition of Employment: The selected candidate must be fingerprinted and tested for tuberculosis at his/her own expense prior to the start of employment. In compliance with the Immigration Reform Act of 1986, all new employees are required to verify their identity and the right to work in the United States. Merced College does not sponsor visas. An applicant must be able to perform essential functions of the position with or without reasonable accommodations. All offers of employment are subject to approval by the Board of Trustees.

To apply, visit

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Job No:
Posted: 10/8/2019
Application Due: 10/28/2019
Work Type: