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Administrative Assistant II - Vice President of Student Services

Mendocino College

Job Description


Full Job Description

Salary: $50,268.00 - $62,868.00 Annually

Job Type: Full-time, Permanent
Job Number: 2023-CLASS-AAII-VPSS
Closing: 4/23/2023 11:59 PM Pacific
Location: Ukiah, CA
Department: Student Services


Mendocino-Lake Community College District is currently accepting applications for an Administrative Assistant II for our Vice President of Student Services.

The Vice President of Student Services is seeking a self-motivated, engaged, organized team player to support the functions of all student services programs at Mendocino College. Prior experience with Student Services programs is not required, but a welcome knowledge base to start this exciting career path. If you have an interest in providing administrative support while working in a dynamic student centered setting- we look forward to seeing your application!

This is a full-time, Classified position. We are seeking an equity-minded person who is committed to supporting our diverse student population and the District Mission. Please review our District Mission, Goals, and Values at the following website: MLCCD - Mission, Vision, Goals

Successful candidate is anticipated to start on or before August 1, 2023.

We recommend downloading this job announcement as you prepare your application materials for submission. Incomplete applications will not be forwarded to the screening committee.


Through this online portal submit the following documents:
Please provide a response to the following question (not to exceed 1 page) :
Tell us about one or two specific things that you have done to promote diversity, equity and/or inclusion in your current (or last) job or in your community?
Completed online application
A letter of interest that succinctly addresses how your experience and professional qualifications prepare you for this position
Copy of Transcripts (if applicable)
Contact Information for 3 professional references (no letters please)


Salary Range (25): The monthly salary range is $4,189 - $5,239. There are five annual step movements; initial placement will be at step 1, unless approved by the Superintendent/President. Please see the current salary schedule here: MLCCD - Salary Schedule

Benefits: With no monthly premium contribution from the employee, we offer a comprehensive benefits package that includes family medical, dental, vision, EAP benefits and employee life insurance. Additional voluntary life insurance is available for employee purchase. Benefits are effective the first of the month following hire date.

Holidays and Paid Time Off: The successful candidate will earn twelve (12) days of vacation and twelve (12) days of sick leave per year. Vacation leave increases with the length of service. There are twenty (20) paid holidays annually.

Retirement: This position is eligible for CalPERS Retirement.


Develops a welcoming environment for students and visitors to the Vice Presidents Office.

Serves as the initial point of contact for the Vice President's Office; facilitating receiving, screening and directing students and visitors to the appropriate office, program, department and/or individual.

Performs a variety of administrative support duties; including tracking of budget expenses for a large number of funding sources, assists in the completion of required program reports, organizes and reviews contracts from third-party partners, facilitates the requisition process for multiple transactions, among others.

Provides information and assistance to faculty, staff, students, and the public regarding program policies, procedures, rules, regulations, documents and forms; resolves questions and issues.

Maintains computerized schedules and records; may be required to access and maintains student files; performs data entry.

May assist in the execution of campus events and activities such as: Food Pantry, Week of Welcome, Career Fair, College and University Day, special presentations, commencement, among others; may be required to work with faculty, staff, students, schools, colleges, universities, and community agencies in the execution of these events.

Coordinates and performs specialized tasks which support the programs and departments within Student Services, such as financial aid, counseling, Equity, Disability Resource Center, CalWORKs, Educational Opportunity Programs Services (EOPS) and other special populations.

Uses a variety of software and information systems for in-person and virtual/remote services, including Microsoft Office (especially Word and Excel), Colleague, and MyMendo.

May work during evening and weekend hours.

Other duties as assigned


The successful candidate will support student and institutional success by executing the following duties:

Under direction of the Vice President of Student Services, provides administrative assistance and office support; serves as liaison between administrator and the faculty, staff, students, and public; coordinates and performs specialized technical tasks; provides budget and other recordkeeping and reporting.


Assists with administrative matters; organizes office activities; maintains and monitors schedules related to office functions; independently performs a wide variety of duties which support the functions assigned to the administrator; coordinates activities/events.

Serves as liaison between the administrator and faculty, staff, students and the public; establishes and maintains positive staff and public relations; maintains confidentiality and exercises discretion.

Receives and screens visitors and telephone calls, referring to others as appropriate; takes and forwards messages.

Provides information and assistance regarding District programs, policies, procedures, rules and regulations; resolves questions and issues; interprets and applies rules and regulations as appropriate; assists students, staff, and others with the completion of forms and documents.

Coordinates and performs specialized, technical tasks for the administrator such as:

Distance and Contract Education
Scholarship program; works directly with donors and students; prepares scholarship announcements, other information and reports; maintains related records.
Prepares and maintains complex, computerized documents, reports, databases, and products; verifies, records and compiles a wide variety of information and data for reports and other purposes; develops spreadsheets, databases and other computerized information/documents; may maintain information on the college website.

Assists in the preparation of a variety of annual program review and division budget requests; performs budget recordkeeping and monitors expenditures; prepares related reports.

Prepares, reviews, maintains and distributes a wide variety of reports, forms, applications, lists, instructional materials, requisitions, schedules, fliers, calendars, manuals, handbooks, announcements, handouts and other documents; assures that information is accurate and district policies and procedures are met.

Composes and prepares correspondence, arranges and schedules meetings and appointments; makes travel arrangements; prepares agenda items for meetings; takes and transcribes meeting notes; distributes to appropriate personnel.

Maintains records and files; establishes and maintains filing systems; orders, receives and maintains an inventory of office supplies and other materials; opens and distributes mail.

Operates a variety of office equipment including computers and related Microsoft Office software, calculator, copier, etc. and others specific to the department.

Trains and provides work direction to others as assigned; attends meetings and workshops as directed; performs other related duties as assigned.


Office environment; subject to interruptions and distractions.

Physical demands include sitting, standing, reaching, bending, walking, and light lifting.


AA/AS Degree

Modern office practices, procedures, and equipment

Word processing, spread sheet, and database software

Computer applications and data entry techniques

Recordkeeping techniques

Correct English usage, grammar, spelling, punctuation, vocabulary, and basic arithmetic

Interpersonal skills using tact, patience, and courtesy

Reception and telephone techniques and etiquette

Verbal and written communication skills

Plan, schedule and provide administrative assistance, office support and specialized technical tasks

Learn, interpret, apply, and explain related district laws, policies, procedures, rules, regulations

Organize, coordinate, and oversee office activities

Accurately maintain a wide variety of complex and computerized files, records, and logs including financial and statistical data

Collect and analyze information and make recommendations

Compose and prepare correspondence and other communications

Prepare narrative, financial, and statistical reports and related materials

Provide budget recordkeeping and reports

Record and prepare meeting notes

Multi-task; plan, organize, prioritize, and schedule work

Meet schedules and timelines

Complete work with interruptions and distractions

Analyze situations accurately and take effective action

Carry out assignments without detailed instruction

Exercise initiative and independent judgment

Establish and maintain cooperative and effective working relationships with others

Deal effectively with a wide variety of personalities in situations using sound judgment

Train and provide work direction to others as assigned

Work confidentially with discretion

Follow verbal and written directions

Work independently with little direction

Communicate effectively both verbally and in writing

Occasionally work flexible hours including evenings and weekends

Operate a variety of office equipment including a computer terminal, microcomputer and wordprocessing, spreadsheet and database software, typewriter, calculator, copier, and others as applicable

Physical demands include sitting, standing, reaching, bending, walking, and light lifting.



All application materials must be received by 11:59 pm on the closing date indicated above

Only completed applications with the above required documents will be reviewed by the committee

Application materials not required (including reference letters) for this position will not be reviewed

Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.

Expenses related to the recruitment process are the responsibility of the applicant

Incomplete application packets will not be accepted

Interviews are by invitation only

The college does not reimburse applicants for related travel expenses


A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and by accessing your application profile.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment)

In accordance with Federal Law all employees must provide proof of eligibility to work in the United States;
Must be fingerprinted through DOJ and FBI and have background clearance; and Must take a TB test (once hired and every four years thereafter).
Within 6 months of employment, must complete required District trainings such as Sexual Harassment Prevention.

The Mendocino-Lake Community College District is committed to employing qualified administrators, faculty, and staff members who are dedicated to student success and to recruiting and hiring persons from diverse backgrounds. Diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students including first generation students, underrepresented students, and students of color. The District strives to employ and retain faculty, staff and administrative personnel who promote a positive learning environment and are well prepared to serve our increasingly diverse student population.

Mendocino College takes active steps to ensure equal employment opportunity and to create a diverse work and academic environment that is welcoming and inclusive for all.

Mendocino-Lake Community College District is an Equal Opportunity Employer


Mendocino College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. Mendocino College does not discriminate on the basis of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, genetic conditions, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), military or veteran status . Mendocino College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.


Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources no later than 72 hours prior to the closing date. Human Resources can be contacted at (707) 468-3065 or via email at HRRecruiting@mendocino.edu .


Established in 1973, Mendocino College, a Hispanic Serving Institution, is a vibrant and inclusive academic community, rich in culture, creativity, diversity, and technology. A fully accredited two- year community college, the District serves more than 6,500 students across four locations in the greater parts of Lake and Mendocino Counties. Complete with a friendly small-campus academic setting and a respectfully collaborative work environment, Mendocino College prepares students for a future of innovation and success.

The beautifully landscaped main campus is located in Ukiah, California. With views of oak- covered hills, sprawling vineyards, and distant mountains, the 127-acre campus is equipped with a state-of-the-art Library/Learning Center, high-tech Nursing Facility, and Student Center. The college operates three fully equipped centers in Fort Bragg, Lakeport, and Willits, conveniently providing our valued students with quality instruction, academic support and administrative services in neighboring communities.

With a comprehensive curriculum and engaging instruction, Mendocino College provides a wide variety of degree, certificate, transfer, occupational, and basic skills programs. Mendocino College students learn in a nurturing and supportive environment enhanced by small-sized classes, personalized academic advising, and several hundred dedicated faculty and staff.


Mendocino and Lake Counties include some of California's most picturesque landscape. Because of the geographic location, climate, and natural beauty, Mendocino and Lake Counties attract many visitors. Agriculture, timber, and tourism industries form the economic base of the area with some light manufacturing. Mendocino and Lake Counties have a long and colorful history as a premium grape-growing region within the state's famous North Coast wine country. A relaxed and friendly lifestyle is characteristic of our communities. Recreational opportunities abound for water skiing, swimming, fishing, boating, sailing, camping, hiking, tennis, and golf.

Check out the local visitor guides to find out more: https://www.visitmendocino.com/ & https://www.lakecounty.com/

Mendocino College welcomes applications from all qualified candidates who demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of our community college students.

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