Executive Assistant II
Position Number: CM-104-2022
Department: President's Office
Time (Percent Time):
Current Work Schedule (days, hours): Monday - Friday: 8:00am - 5:00pm
Salary Range: C-97
Salary: C-97Steps 1 - 6: $7,617 - $9,722 Monthly
Shift Differential: N/A
Open Date: 11/14/2022
Initial Screening Date: 01/02/2023
Open Until Filled: Yes
Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration.
Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed rsum that summarizes educational preparation and professional experience for the position.
4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
5. Optional - Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.
Health & Welfare:
Mt. San Antonio College offers a competitive and excellent benefits package providing medical, dental, and vision benefits for eligible employees and their dependents. Lifetime medical benefits are also available for eligible retirees.
The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees.
The District participates in the Public Employees Retirement System (PERS), State Teachers Retirement System (STRS) retirement programs, and National Benefit Services.
*Note: Salary and Health & Welfare Benefits are subject to change. Please visit the Mt. San Antonio College Benefits Website for further information.
This position reports directly to the Director, Office of the President/CEO and Board of Trustees, and provides high-level administrative support to the office of the President and the Board of Trustees. This position acts in a highly responsible capacity to the Director, Office of the President/CEO and Board of Trustees who is responsible for planning, organizing, and directing the day-to-day operations of the President's office and Board of Trustees. This position has a significant role in executive-level calendaring, meeting and event coordination, the gathering of information, communicating accurate and complete information institution-wide, and providing required support at all Board Meetings. The Executive Assistant II directly communicates with key campus stakeholders on behalf of the office of the President and Board of Trustees. This position represents the Director, Office of the President/CEO and Board of Trustees in their absence and requires a high level of independent judgment as well as a thorough knowledge of College activities and initiatives, Board Policies and Administrative Procedures, meeting/legislative requirements related to the position, a high level of discretion, and a strong proficiency in proofreading and professional business writing. The Executive Assistant II reviews and approves the development of monthly Board Agenda items, works directly with Cabinet level executive's offices, provides oversight and direction to lower-level administrative staff, and is responsible for the overall administrative processes of the office. This position requires the interpretation and application of complex policies, procedures, and regulations, as well as performing various research and budgetary functions.
Under general direction, oversees and manages a variety of complex and responsible administrative support for the assigned Cabinet-level executive. Performs a wide variety of advanced and highly sensitive administrative coordination duties requiring a thorough knowledge of the assigned division, its policies, procedures, and operational details. Incumbents in this classification are designated as "confidential employees" as this term is used within the Educational Employment Relations Act (EERA), 3540.1. As Such, incumbents in this classification assist management personnel with developing collective bargaining proposals and/or have regular access to information which contributes to the development of management's collective bargaining positions and/or labor relations strategies.
SUPERVISION RECEIVED & EXERCISED:
Receives general direction from an assigned Cabinet-level executive. Exercises technical and functional direction over and provides training to student workers or hourly workers, and to less experienced administrative support staff, as assigned.
This is the advanced level class in the executive support series. Incumbents at this level are required to be fully trained in all procedures related to the assigned area of responsibility. Incumbents perform a wide variety of specialized, complex, and highly sensitive technical and executive support work for an assigned Cabinet-level executive. Responsibilities require a high degree of independent judgment, tact, discretion, initiative, and judgment, as well as, a thorough knowledge of divisional/departmental and College activities. Incumbents in this classification assist and act in a highly responsible capacity to a Cabinet-level executive who is responsible for formulating, determining, and implementing management policies that affect the entire College. The work requires the interpretation and application of complex policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research and budgetary support functions. This class is distinguished from other executive classifications by the higher level of responsibility assumed, the greater complexity of duties assigned, and by the nature, scope, and diversity of responsibilities having College-wide impact that require a broader understanding of College functions and the capability of relieving College management staff of day-to-day office administrative and coordinative duties. This class is further distinguished from the Executive Assistant to the President in that the latter is specifically assigned to the President of Mt. San Antonio College.
Essential Duties/Major Responsibilities:
1. Develops and handles information and materials related to the Colleges collective bargaining activities, including updating and creating memoranda of understanding and side letters on behalf of the executive, in support of labor negotiations, grievance process, and contract administration.
2. Maintains a complex calendar and coordinates the schedule of the assigned executive administrator and makes travel arrangements.
3. Oversees and ensures that the office administrative functions and operations of the assigned Cabinet-level executives office are effectively carried out.
4. Works directly with the Presidents Office, Board of Trustees, and other Cabinet-level executives.
5. Composes correspondence and emails independently; formats, types, proofreads, duplicates, and distributes agendas, minutes, resolutions, correspondence, notices, lists, forms, memoranda, College Policies and Procedures, promotional/informational material, and website information according to established procedures and timelines.
6. Plans, designs, develops, organizes, and oversees multiple complex projects and programs on behalf of the assigned Cabinet-level executive; assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems.
7. Acts as the liaison between the division, department, the College, outside agencies, and other entities; participates in committees formed for programs and projects; presents committees recommendations to the Cabinet-level executive.
8. Assists and coordinates; manages and organizes internal and external functions and activities of the Cabinet-level executive; assigns, schedules, coordinates, manages, performs, or delegates specialized functions or projects as assigned.
9. Coordinates, oversees, and performs advanced-level executive work in such areas as budget development, purchasing, contract administration, management analysis, project management, and program evaluation.
10. Performs communication function in the absence of Cabinet-level executive, or designee requiring immediate action.
11. Coordinates, plans, and organizes meetings, conferences, and special events across the campus community and/or with external individuals and organizations.
12. Serves as a liaison, on behalf of the Cabinet-level executive, with employees, public and private organizations, community groups, and other entities; provides information and assistance to staff, faculty, students, and the general public regarding the assigned projects and programs and services; receives and responds to complaints, questions, and issues relating to assigned areas of responsibility; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.
13. Receives, reviews, and edits Board of Trustees agenda items from assigned division and submits complex Board of Trustees agenda reports and various other commission, committee, and staff reports, resolutions, and correspondence regarding assigned activities.
14. Assists with implementation and testing of automated enterprise application systems or emerging technologies related to assigned position.
15. Promote an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility.16. Provide a high level of customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups17. Encourage, support, and abide by federal, state, local policies, Board and Administrative policies and procedures.18. Participates on committees, task forces, and special assignments, including, but not limited to Screening and Selection Committees and mandated trainings as required.19. Prepares and delivers oral presentations related to assigned areas as required.20. Performs other related or preceding classification duties as assigned.
1. Participate in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff.2. Advocate for and communicate the Colleges vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.3. Participate in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.4. Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment.5. Organization and function of public agencies, including the role of the Board of Trustees and appointed boards and commissions, and the collective bargaining process.6. Principles, practices, and procedures of public administration in a public agency setting.7. Project and/or program management, analytical processes, and report preparation techniques; administrative and higher education-related programs such as, but not limited to, purchasing, contract administration, risk management, budgeting, and other related governmental programs.8. Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.9. Basic principles and practices of providing technical and functional direction and training to assigned staff.10. Research and reporting methods, techniques, and procedures.11. Advanced budgetary policies and procedures.12. Sources of information related to a broad range of educational and administrative programs, services, and administration.13. Applicable federal, state, local codes, regulations, and departmental policies, technical processes and procedures, legislative processes.14. Record-keeping principles and procedures.15. Current office administrative and secretarial practices and procedures, including the use of standard office equipment.16. English usage, spelling, vocabulary, grammar, and punctuation.17. Techniques for effectively representing the College when in contact with governmental agencies, community groups, various businesses, professional, educational, regulatory, and legislative organizations.18. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic, and ethnic groups.19. Techniques for conflict resolution skills when dealing with complaints from the public, vendors, students, and College employees.
Skills and Abilities:
1. Plan, organize, administer, coordinate, review, evaluate, and participate in office management functions and administrative duties and responsibilities to meet critical deadlines.
2. Maintain confidentiality and discretion in handling and processing confidential information and data related to the collective bargaining process; perform varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment tact, and discretion.
3. Coordinate in the development and implementation of goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas.
4. Coordinate and oversee departmental and programmatic administrative, project management, and budgeting activities.
5. Interpret, apply, and explain complex federal, state, local laws, codes, regulations, departmental policies, and procedures.
6. Analyze, interpret, summarize, and prepare administrative and technical information and data in an effective manner.
7. Participates in selecting, training, motivating, and providing input into evaluating assigned staff; provides staff training; plans, schedules, assigns, and directs the work activities of assigned clerical personnel; prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in workflow, procedures, and use of equipment and forms.
8. Prepare clear and effective statistical, narrative, informational, and educational reports, correspondence, policies, procedures, and other written material with minimal direction.
9. Make accurate arithmetic, financial, and statistical computations.
10. Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.
11. Organize, maintain, retrieve, and update office database and records systems with sufficient speed and accuracy.
12. Operate office equipment including computer equipment and specialized software applications programs.
13. Effectively communicate in person, over the telephone, and in writing.
14. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
15. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
16. Learn and apply emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
17. Maintains accurate records, complex databases, and files; develops storage of records and retention schedules.
Minimum Qualifications/Education & Experience:
Equivalent to an Associates degree from a regionally accredited college or university with major coursework in business or public administration, public policy, or a related field, and four (4) years of varied executive support experience involving public contact. Additional years of experience can be substituted for the required education on a year-for-year basis.
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.
License(s) & Other Requirements:
Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.
Conditions of Employment:
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.
Notice to all prospective employees - The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.
As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report.
The person holding this position is considered a Responsible Employee under Title IX of the Educational Amendments Act of 1972 and is required to report to the Colleges Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.
Typing Certificate Requirements:
A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: firstname.lastname@example.org.
DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.
LONG DISTANCE TRAVEL FOR INTERVIEWS: Should you be invited to an interview, please contact our office to discuss an accommodation option if attending the interview would require you to travel in excess of 150 miles one way from your residence.
THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.
1100 N. Grand Avenue, Walnut, CA 91789-1399.
Phone: (909) 274-4225
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.
Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.
Special Instructions to Applicants:
To be guaranteed consideration, it is the applicants responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at Mt. SAC Employment Website to complete and submit your application for this position.
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.
Conflict of Interest:
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio Colleges Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).
Cancel RTF Policy:
We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.
To apply, visit https://hrjobs.mtsac.edu/postings/9810