Administrative Assistant, Senior

Posting Details

Posting Details (Default Section)

Position Title Administrative Assistant, Senior Special Instructions to Applicants

We encourage qualified candidates from a variety of professional backgrounds to apply. Experience in higher education is welcome but is not required. We recognize that the skills needed for success in this position may be developed in a variety of settings, including executive offices, government agencies, nonprofit organizations, healthcare, business operations, and other complex administrative environments.

Candidates should be comfortable working independently, managing competing deadlines, handling confidential and sensitive matters, preparing professional correspondence and reports, coordinating complex administrative processes, and adapting to changing priorities with flexibility and a solutions-oriented approach.

The ideal candidate is someone who sees beyond the immediate task, identifies what needs to happen next, follows through without requiring constant direction, and understands the importance of building positive and productive working relationships.

Los Medanos College is a diverse and student-centered institution committed to equity, inclusion, and student success. We welcome applicants who are excited about contributing their skills and experience to a college community where their work has a meaningful impact.

If you are an accomplished administrative professional who enjoys supporting executive leadership, managing complex work, anticipating needs, and making a difference through your contributions, we encourage you to apply.

NOTE: New employees will be placed at the first step which is $65,424.00 per year, second step $68,724.00 per year or third step at $72,204.00 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $79,704.00 per year is reached on the salary schedule.

Yearly Salary: $65,424.00 (Step 1) - $79,704.00 (Step 5)

Recruitment Type: Open (Internal and External applicants) Location Los Medanos College Posting Number 0002376 # of Openings 1 Range 58 Salary YEARLY: $65,424, step 1 - $79,704, step 5 (see special instruction for initial step placement) Position Status Permanent Overtime Status Non-Exempt (eligible) Position Full-Time If temporary, employment duration: N/A # of Hours Scheduled Per Week 40 Work Schedule By Day and Work Hours

Monday- Friday

8:30am-5:30pm (Fully in person)

Shift Differential % N/A # of Months 12 Non-work Periods: N/A EEO Job Category Clerical/Secretarial Employee Group Classified Department L1090-Office of Instruction Position Definition

To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President's Office or other high-level executive manager.

Distinguishing Characteristics

Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III - This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior - This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:

• Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive's Office, relieving the executive of a variety of technical and administrative duties.
• Serves as a liaison between the executive and the public, students, staff, and other campus officials.
• Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
• Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
• Provides complex workflow and office coordination of assigned department or program area.
• Maintains and updates web pages for assigned department.
• Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
• Assists or gives guidance to staff, students and the public regarding departmental processes.
• Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
• Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
• Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
• Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
• Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
• Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• May notify students of and post canceled classes.
• Dispatches service requisitions; determines and assigns priorities of requests.
• May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
• Performs related duties as assigned.

Minimum Qualification-Education/Experience

EXPERIENCE AND TRAINING

Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.

EDUCATION/LICENSE OR CERTIFICATE

Possession of an Associate degree from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of

Modern office procedures, practices and technology/equipment.

Modern software applications (Microsoft Office Suite, etc.).

English usage, grammar, spelling, punctuation and vocabulary.

Minimum Qualification-Skill To

Skill/Ability to:

Keyboard with accuracy.

Perform responsible and complex clerical work with accuracy and speed.

Meet multiple established timelines and deadlines without immediate supervision.

Develop new procedures for the clerical and administrative operation of assigned area.

Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.

Carry out verbal and written directions independently.

Make mathematical calculations quickly and accurately.

Communicate effectively, both orally and in writing.

Serve students, staff and colleagues in a helpful and professional manner.

Establish and maintain cooperative work relationships with those contacted in the performance of required duties.

Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To

N/A

Desirable Qualifications

• Demonstrated ability to independently manage complex, high-volume administrative operations for senior leadership, exercising sound judgment, prioritizing effectively, and ensuring timely, high-quality completion of work.
• Demonstrated ability to interact effectively and respectfully with diverse students, faculty, staff, and community members, applying an equity-minded lens to communication, problem-solving, and service delivery while maintaining professionalism and appropriate boundaries.
• Ability to independently gather, analyze, and synthesize information from multiple sources and present it in clear, well-organized, and accurate written formats that support executive decision-making and reflect institutional priorities and standards.

Job Open Date: 11/06/2026 Job Close Date: 12/02/2026 Open Until Filled No Foreign Degree and Credit Statement:

In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:

Insurance: The district offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents.

Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System).

Police Service employees are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually

(which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan,

longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website

Classified Employees Local 1 Contract (Article 20-Benefits):

https://www.4cd.edu/hr/localonecontract/2022-2025%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):

https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)

All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:

In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information

N/A

Quicklink https://www.4cdcareers.net/postings/12509 Diversity Statement

It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Please tell us how you meet the minimum qualification of: (1) EDUCATION: Possession of an Associate degree from an accredited college, or the equivalent and (2) EXPEREINCE: four (4) years of experience performing broad and increasingly responsible clerical and administrative duties. (Please be sure the employment history section of your application supports your answer)

(Open Ended Question)

• • Tell us about a time you were responsible for managing multiple high-priority tasks for a senior leader with limited direction. How did you determine priorities, ensure follow-through and keep your supervisor appropriately informed?

(Open Ended Question)

• • In this role, you will interact with individuals from a wide range of backgrounds and roles, often balancing competing needs and requests. How do you approach providing excellent service while also ensuring equitable, consistent, and appropriate support aligned with leadership priorities?

(Open Ended Question)

• • This role often requires researching topics, gathering input from multiple sources, and preparing clear, organized written summaries or materials to support decision-making. Can you describe a time when you had to take complex or incomplete information and turn it into a clear, accurate, and well-structured document? What was your process?

(Open Ended Question)

Required Documents

Required Documents

• Resume/CV
• Unofficial Transcript (must show degree(s) conferred)

Optional Documents

• Application for Equivalency
• Unofficial Transcript 2
• Unofficial Transcript 3
• Unofficial Transcript 4
• Foreign Degree Evaluation Form (NACES Approved Agency)