Job Description

Executive Assistant I - Vice Presidents

Salary : $72,163.00 - $83,538.00 Annually

Location : Ukiah, CA

Job Type : Full-time, Permanent

Department : Administrative Services & Academic Affairs

Job Number : 2022-EXEC-ASST-VP

Closing : 8/7/2022 11:59 PM Pacific

DESCRIPTION

Mendocino-Lake Community College District is currently accepting applications for a full-time Executive Assistant I - Vice Presidents. This is a full-time Confidential 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.

RESPONSIBILITIES

Under general direction, provides executive level administrative assistance and office support for the Assistant Superintendent/Vice President of Administrative Services and the Vice President of Academic Affairs.

COMMITMENT TO DIVERSITY

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.

SALARY AND BENEFITS

The salary range is $72,163 - $83,538 annually. There are four 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 twenty-one (21) days of vacation and twelve (12) days of sick leave per year, prorated based on hire date. There are nineteen (19) paid holidays annually.

Retirement: This position is eligible for CalPERS Retirement.

ABOUT OUR COLLEGE

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.

ABOUT OUR COMMUNITIES

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.

REPRESENTATIVE DUTIES

The successful candidate will support institutional processes, staff, and faculty with completion of the following duties:

• Assists with administrative matters, including confidential issues such as legal and collective bargaining/meet and confer information; exercises discretion and independently performs a wide variety of duties in support of the Vice Presidents.
• Serves as a liaison between the Vice Presidents and faculty, staff, students and the public; receives visitors and telephone calls, makes referrals as needed; provides information and assistance regarding District programs, policies, procedures, rules and regulations; resolves questions and issues; interprets and applies rules and regulations as appropriate; establishes and maintains positive staff and public relations.
• Supports the Vice Presidents in scheduling and making arrangements for face-to-face and virtual meetings, including committee meetings, meetings with other agencies and internal staff meetings.
• Collects and analyzes information; makes recommendations; completes special projects; gathers and provides information to legal counsel as directed; maintains and monitors schedules and calendars; coordinates activities/events including assisting with the accreditation effort.
• Prepares reports on leased property and lease extensions, addendums, and agreements.
• Maintains records and documents related to risk management such as Property/Liability and Workers’ Compensation insurance through Joint Power Authorities (JPAs); assists staff with certificates of liability coverage as needed.
• Takes, prepares, and disseminates agendas and meeting notes for various committees such as the Education Action Plan, Enrollment Management Committee, Accreditation Steering Committee, etc.
• Assists in the development and maintenance of the annual budgets for the Vice Presidents.
• Assists with the completion of reports and surveys as requested from external agencies.
• Submits reimbursement claims for losses covered under insurance plans.
• Maintains records for student insurance coverage and submission of claims.
• Reviews and maintains contracts/agreements entered into on behalf of the District.
• Coordinates the completion of monthly Board agenda items for a wide variety of topics within Administrative Services and Academic Affairs.
• Verifies, records, and compiles a wide variety of information and data for reports and other purposes; develops spreadsheets, databases and other computerized information/documents; performs budget recordkeeping, and assists in preparing annual program review documents.
• Composes and prepares correspondence; makes travel arrangements; establishes and maintains filing systems; maintains an inventory of office supplies and other materials; opens and distributes mail; attends meetings and workshops; serves on committees as assigned; supervises student employees; performs other related duties as assigned.

WORKING CONDITIONS:

Office environment; subject to interruptions and distractions. Physical demands include sitting, standing, reaching, bending, walking, and light lifting (up to 15 lbs).

QUALIFICATIONS

MINIMUM QUALIFICATIONS:

AA/AS Required, BA/BS Preferred

Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

This classification may require the use of a personal vehicle while conducting District business. Must possess a valid (Class C) California Driver’s license and an acceptable driving record.

KNOWLEDGE OF:

• Related laws, regulations, policies, and procedures
• Effective office practices, procedures, and equipment
• Word-processing, spreadsheet, and data base software
• Principles of budgeting
• Recordkeeping techniques
• Community college operations

ABILITY TO:

• Plan, schedule and provide administrative assistance and office support
• Organize, coordinate and oversee office and other activities and events
• Maintain confidentiality and exercise discretion
• Learn, interpret, apply, and explain related laws, regulations, policies, and procedures
• Work independently and exercise initiative
• Prepare and maintain a wide variety of complex and computerized narrative, financial, and statistical records
• Collect and analyze information and make recommendations
• Compose and prepare correspondence and other communications
• Monitor a budget
• Plan, organize, prioritize, and schedule work
• Meet schedules and timelines
• Record and prepare meeting notes
• Prepare reports and other communications
• Maintain accurate records
• Pay close attention to detail
• Work cooperatively and effectively with others
• Deal with a wide variety of personalities and situations using sound judgment
• Follow verbal and written directions
• Analyze situations accurately and take effective action
• Communicate effectively verbally and in writing
• Train and provide work direction to others as assigned
• Complete work with interruptions and distractions
• Work flexible hours including occasional evenings and weekends
• Operate standard office machines including a microcomputer and related software

PHYSCIAL ABILITY TO:

Sit, stand, reach, bend, walk, communicate, and occasional light lifting (up to 15 lbs).

ADDITIONAL INFORMATION

Through the online portal CLICK HERE TO ACCESS PORTAL, submit the following documents:

1. Completed online application;
2. Resume
3. Cover Letter that succinctly addresses how your experience and professional qualifications prepare you for this position;
4. Photocopies of all transcripts; a foreign transcript evaluation must be attached if applicable. Official copies of transcripts are required upon employment;
5. Contact information for 3 professional references (no letters please)
6. Please provide a response to the following question (not to exceed 1 page):
   1. 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?

Important Notes Regarding Application Procedure

• All application materials must be received before 11:59 pm on the closing date above;
• Only completed applications with the above required documents will be reviewed by the committee;
• Application material not required for this position (including reference letters) 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. The college does not reimburse applications for related travel expenses;
• Incomplete application packets will not be accepted; Interviews are by invitation only;
• Due to the current health crisis, first level interviews may be held via Zoom.

Selection Procedure

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.

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;

Must take a TB test (once hired and every four years thereafter);

Within six (6) months of employment, must complete required District trainings such as Sexual Harassment Prevention.

EEO Statement

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 and 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.

Accommodations

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

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