Administrative Assistant to Senior Administrator (Office of External Relations)

Job description

Administrative Assistant to Senior Administrator (Office of External Relations)

Salary: $3,950.00 - $4,999.00 Monthly
Job Type: Classified Full Time
Job Number: 202009041
Closing: 9/24/2020 12:00 PM Pacific
Location: Merced, CA
Department: Office of External Relations/Foundation

Interviews tentatively scheduled for the week of October 5, 2020
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.

We're seeking an Administrative Assistant to the Associate Vice President to support the Office of External Relations/Foundation. The right candidate for this position will bring solutions to streamline processes, be extremely organized, detail-oriented and have a strong ability to multitask. If you excel in a high-energy and fast-paced environment, we encourage you to apply and be part of our dynamic team!

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:
Perform varied secretarial and clerical duties for an administrator; assists an administrator by planning, organizing, coordinating, and participating in the clerical operations related to the assigned responsibilities; or to have responsibility for performing a complete technical/clerical function with District-wide implications.

Examples of Duties
Essential Functions:
  • Performs a variety of administrative duties for a senior administrator involving the use of independent judgment and an understanding of departmental and District policies, procedures, functions and operations
  • Coordinates office work flow and functions
  • Processes administrative details not requiring immediate attention of the administrator
  • 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
  • Develops procedures to expedite transmittal of information or to facilitate implementation of policies and programs
  • Answers correspondence independently
  • Arranges committee and other meetings
  • Takes and transcribes dictation
  • Assists in preparing information for the budget and maintains budget records and files
  • Prepares agenda and other information for meetings and conferences
  • May attend meetings and prepare minutes and summaries of actions taken
  • Assists in maintaining contact and communications with individuals, groups, and associations
  • Assists in coordinating communications with other offices in the District
  • Receives calls and gives out information where judgment, knowledge, and interpretation of policies, procedures, and regulations are necessary
  • Receives complaints and takes steps to see that they are adjusted
  • Exercises discretion in arranging appointments and itinerary for supervisor
  • Prepares reports of financial and statistical data
  • Maintains control files of matters in progress and expedites their completion
  • Assists in the statistical analysis of data
  • Performs technical/clerical functions requiring independent judgment and initiative
  • Orders and issues supplies
  • May supervise student assistants
  • Performs other related duties as assigned
Knowledge of:
  • Modern office practices and procedures, including the use of a computer
  • Principles of office management
  • Collection and organization of data and information
  • Principles of business letter and report writing, including the use of appropriate English, spelling and punctuation
Ability to:
  • Work independently
  • Interpret and explain rules and policies
  • Prepare and edit reports and other materials
  • Compose letters independently
  • Transcribe minutes for meetings efficiently and effectively
  • Type at 60 net words per minute from clear copy
  • Use standard computer applications, including word processing and data base
  • Deal with the public and other District employees in an effective, tactful, and diplomatic manner
  • Work cooperatively with others
  • Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students

Typical Qualifications

  • Associate's degree AND at least one year of applicable experience
  • High School diploma or GED AND four (4) years applicable experience
  • The equivalent education and experience
  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in an office environment with some travel to different sites; incumbents may be required to work extended hours, including evenings and weekends.

  • Ability to work at a desk, conference table or in meetings of various configurations
  • Ability to hear and understand speech at normal levels
  • Ability to communicate so others will be able to clearly understand normal conversation
  • Ability to read printed matter and computer screens
  • Ability to stand or sit for prolonged periods of time
  • Ability to bend and twist, stoop, kneel, crawl, push, pull
  • Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard
  • Ability to reach in all directions
Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction

Supplemental Information
How to Apply: Candidates will submit a complete application on the Merced College Career page at
  1. Letter of interest addressing your qualifications for the position
  2. Resume
  3. Legible unofficial college transcripts (undergraduate and graduate). Transcripts must include the degree major and date the institution granted the degree. Official copies are not required unless applicant is hired
  4. Foreign transcripts must include a U.S. evaluation and translation: (Download PDF reader)
No documents other than those required and listed above will be accepted for this recruitment. Please do not submit additional materials.

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 highly qualified for the position will be invited to appear for oral interviews before a screening committee. Finalist interviews with district administrators may follow. A limited number of candidates will be invited to interviews. Due to the current COVID-19 pandemic, all interviews will be scheduled via Zoom. Candidates are required to ensure access to the necessary technology to participate in a Zoom interview.

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: 9/9/2020
Application Due: 9/25/2020
Work Type: