WHO WE ARE: 
Mt. San Jacinto Community College District is committed to achieving parity in academic outcomes by removing institutional barriers and creating an inclusive and culturally affirming learning environment. As outlined in the District’s Student Equity Pledge, https://www.msjc.edu/equitypledge/documents/MSJC_Equity_Pledge.pdf  “our purpose is to celebrate diversity, instill hope, and empower our students to transform their lives and those around them by challenging our perceptions and biases through self-reflection and constant inquiry to identify and eliminate equity gaps.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens, and socially responsible leaders. When you join our team at Mt. San Jacinto Community College District, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches educational justice as a means for economic and social transformation and mobility demanding the broad collaboration among faculty, classified professional staff, administration, students and community partners.

THE COLLEGE AND THE DISTRICT: 
Mt. San Jacinto Community College enrolls approximately 27,000 students each academic year and has a highly diverse student population that reflects the communities it serves. Designated as a Hispanic-Serving Institution (HSI), Mt. San Jacinto Community College administers an array of student affinity programs specifically focused on supporting our diverse, multicultural, and multi-racial communities. Detailed information about the student population, including data related to student success, can be found on Mt. San Jacinto College’s Office of Institutional Effectiveness, Planning, and Research website.
 
WHO WE WANT: 
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified professional staff, administration, students and community partners who are also committed to closing equity gaps. The Mt. San Jacinto Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.  

We have an exciting opportunity for an Executive Assistant, Vice President Human Resources located at our campus in Temecula, CA. Under the direction of the Vice President of Human Resources, the Executive Assistant provides a variety of responsible, confidential and complex administrative duties for the Vice President of Human Resources requiring a high degree of independent judgment and initiative.  The Executive Assistant serves as liaison for communications between the Vice President of Human Resources, District personnel, students and the public.

The Executive Assistant provides support services to the Vice President of Human Resources in the areas of budget management, research, organizational development, administrative coordination, writing, public relations and labor relations/negotiations.  

SALARY SCHEDULE:  Level 33

SALARY SCHEDULES 

OCCUPATIONAL GROUP:  Confidential

The duties listed below are intended to illustrate the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related or a logical assignment to this class of employees.

• Assist the Vice President of Human Resources in a variety of administrative areas, relieving the administrator of administrative detail
• Schedule appointments and organize the Vice President’s calendar, including meetings, appointments, and conferences 
• Assemble required background materials and information for meetings and appointments
• Coordinate travel arrangements and make reservations for attendance at conferences; prepare conference authorizations and expense reimbursement
• Independently research, compile, and analyze data for a variety of internal and external reports
• Remain current concerning situations, and conditions of special interest to the Vice President; exercise independent judgment concerning matters requiring the Vice President’s attention to assure timely action
• Perform duties related to special projects and services of the division as assigned
• Screen and route incoming correspondence and telephone calls, and take action as appropriate
• Prepare Board Agenda items for assigned area 
• Perform confidential secretarial work, maintain confidential correspondence and administrative files
• Demonstrate discretion and understand the personnel, organizational and legal impacts of the information handled
• Coordinate and track administrators’ evaluations and contracts
• Prepare agendas, take and transcribe minutes of collective bargaining negotiations 
• Maintain the HR components of the Board Policy Manual and Procedures
• Compose memorandums, letters, reports and other correspondence that originate out of the Human Resources office
• Prepare and monitor the Division’s annual budget, budget review and year-end closing; and keep the Vice President apprised
• Coordinate Conflict of Interest and biennial reporting for the District
• Assist with compliance of Federal laws, State laws and District policies and procedures as they relate to personnel matters
• Prepare agenda items for Division meetings; attend, participate, take and transcribe minutes and distribute to appropriate personnel
• Process volunteer forms and ensure compliance with applicable District Policies and Procedures
• Respond to written employment verifications for all groups of employees as requested; prepare letters of verification of employment received from employees  
• Monitor and order office supplies and equipment; schedule maintenance and repair of equipment; prepare and process purchase requisitions and work orders according to approved procedures

KNOWLEDGE, SKILLS AND ABILITIES

The incumbent should possess knowledge of:

• Must have knowledge of, and clearly understand, applicable local, state and federal laws;
• Operational characteristics, services, and activities of the functions, programs, and operations of the assigned Vice President’s Office.
• Work organization and office management principles and practices. 
• Pertinent state, federal, and program policies, rules, and regulations including applicable sections of the State Education Code. 
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
• Processes, procedures, and practices of budget preparation and administration. 
• Principles and practices used to establish and maintain files and information retrieval systems. 
• Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation. 
• Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. Interpersonal skills using tact, patience, and courtesy. 
• Principles and practices utilized in handling sensitive and/or confidential issues. 
• English usage, grammar, spelling, punctuation, and vocabulary. Oral and written communication skills

The incumbent should possess skills in:

• Working effectively as a team member
• Meeting schedules and critical deadlines
• Communicating effectively both orally and in writing
• Maintaining documentation and records
• Handling multiple assignments simultaneous and set priorities based on department and district needs

The incumbent should possess the ability to:

• Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly
• Perform difficult and complex administrative and secretarial work to effectively relieve and the assigned executive staff member of routine administrative detail
• Understand, interpret, apply, and explain applicable rules, regulations, policies, and procedures independently, apply them with good judgement, and use judgement and discretion to act when precedents do not exist
• Learn quickly, independently interpret and apply a variety of complex academic and organizational policies and procedures
• Effectively handle and resolve difficult and sensitive situations
• Explain a variety of complex procedures and policies
• Perform complex administrative work involving independent judgment, accuracy and speed
• Establish format and spatial relationships for correspondence, charts and reports using appropriate office equipment, spreadsheet and/or database programs
• Prepare clear and concise correspondence of a routine nature
• Screen mail, telephone calls and visitors
• Perform arithmetic calculations during budget development
• Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, staff and community

MINIMUM QUALIFICATIONS

1. An Associate degree (attach transcripts); AND
2. Minimum of 5+ years of experience as an Executive Assistant reporting directly to senior management
   1. including two (2) years of professional experience in administrative coordination, organizational development and public relations; AND
3. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

Diversity and Inclusion Competencies:

• Dedication and commitment to promote diversity, multiculturalism and inclusion in all work activities
• Ability to collaborate in diverse teams to foster productive outcomes.

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SUBSTITUTIONS

Substitutions for meeting the minimum qualifications of this position are allowed.  Please refer to the Substitution Policy included in the Tips for Applying. 

• Substitutions for the education requirement are allowed
• Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years

DESIRED QUALIFICATIONS

1. Bachelor’s degree
2. Experience as support staff to senior administrative personnel
3. Experience in higher education 
4. Advanced level computer applications
5. Experience providing quality customer service in a busy environment 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT 

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 to perform the essential job functions. 

Environment: Work is performed primarily in a standard office setting and may travel from site to site.  The incumbent must be able to work in a fast paced office environment with background noise and a high stress level

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to lift or move 40 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information in person and on the telephone.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

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

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