Administrative Assistant to Vice President

Merced Community College; Merced (CA); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Health benefits

Job summary

Merced College is seeking an Administrative Assistant to the Vice President of Administrative Services. This role provides advanced, confidential administrative support and helps keep operations across Fiscal Services, Payroll, Facilities, and IT on track.

You will manage calendars, coordinate meetings, prepare agendas and minutes, arrange travel, and assist in budget-related tasks while ensuring discretion and timeliness in a fast-paced environment.

Qualifications

• Two years of college or three years of increasingly responsible secretarial experience.
• Transcribe minutes for meetings efficiently and accurately.
• Valid California driver license or ability to obtain within 90 days of hire.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide complex, highly skilled administrative support with independent judgement.
• Maintain confidentiality of sensitive information.
• Organize office activities and coordinate workflow.
• Prepare reports, agendas, and minutes for meetings.
• Schedule appointments and manage VP's calendar.
• Coordinate travel arrangements and itineraries as needed.
• Assist in district initiatives and budget administration.
• Assist with budget monitoring and financial transactions.

Skills

Confidentiality

Administrative support

Judgement and discretion

Good communication

Time management

Education

Two years of college

Secretarial experience (3+ years)

Job description

Merced College is seeking a strategic, collaborative, and forward-thinking Administrative Assistant to the Vice President of Administrative Services. This position plays a pivotal role in advancing the College's mission of empowering students through accessible, high-quality education and strengthening our community through opportunity and innovation. The Vice President of Administrative Services oversees essential support operations of the College that includes Fiscal Services, Payroll, Student Fees, Capital Planning and Construction, Facilities, Maintenance, Custodial, Grounds, Events, Police Services, Purchasing, Risk Management, Warehouse and Information Technology Services.

This position directly supports the Vice President of Administrative Services. Primary functions include performing complex, highly skilled administrative support requiring judgment, discretion, and strict confidentiality regarding sensitive information. The position works closely with all Administrative Services departments to maintain operational continuity and to ensure adherence to processes and timelines. If you are a team player with an attention to detail, enjoy a fast-paced environment, and are passionate about your work, we encourage you to apply and become part of the Administrative Services team!

As you consider this opportunity, know that Merced College is more than a community college - we are a catalyst for transformation, redefining higher education and setting new standards for excellence. Serving nearly 20,000 students each year, we are proud to be a leading center of learning and opportunity in California’s Central Valley.

Founded in 1962, Merced College blends a strong tradition of academic excellence with forward-thinking innovation to create an inclusive and engaging environment for students and employees alike. Committed to the well-being, growth, and professional success of our team, we foster collaboration and a supportive culture where every employee is empowered to make a difference. Located in the heart of California’s Central Valley, the City of Merced offers a welcoming community of more than 90,000 residents, with easy access to the Bay Area, Sacramento, and Yosemite National Park.

If you are passionate about innovation, equity, and student success, we invite you to join the Merced College team.

Merced College Mission

At Merced College, students are our focus, and we are known by their success. We transform lives through education and workforce development.

Merced College Vision

• Degree/Certificate Programs
• Transfer
• Career Technical Education
• Workforce Training
• Lifelong Learning
• Basic Skills
• Community Engagement

Merced College promotes student success through equitable access, continuous quality improvement, and institutional effectiveness, all with a focus on student achievement.

Reports To

Vice President of Administrative Services

Salary Schedule

• Management Range 23
• Salary will be commensurate with education and experience
• Additional compensation for doctorate

General Description

Assists in planning, coordinating, and participating in the support activities related to the responsibilities of the Vice President and the departments they oversee. Performs complex, technical, and confidential duties for the Vice President.

Representative Duties

• Performs complex, highly skilled, confidential administrative support which includes the use of independent judgement
• Maintains confidentiality of sensitive information and work performed
• Assures smooth and efficient office operations
• Provides input to the Vice President concerning timelines and priorities
• Plans, coordinates and organizes office activities
• Coordinates office work flow and functions
• Collects, compiles and digests information pertaining to related administrative or educational activities and prepares drafts of reports
• Receives information which may be of a technical or confidential nature
• Participates in meetings where confidential discussions regarding faculty, staff, students and administrators may occur, for the purpose of documenting proceedings and assisting the Vice President
• Assists in developing, facilitating, and implementing a variety of District initiatives, operational, administrative, and program policies and procedures
• Assists in administration, and maintenance of assigned budget(s)
• Analyzes and summarizes budget expenditures; collects expenditures and cost reports; processes financial transactions
• Handles projects requiring research, report writing and/or computerized spreadsheets, may assist or prepare materials for various manuals and may assist in the statistical analysis of data
• Schedules, attends and participates in a variety of professional meetings, committees, and District events
• Prepares printed materials, document and agendas as required
• Takes and prepares minutes
• Researches, compiles and disseminates information as appropriate
• Receives calls and gives out information where judgment, knowledge, and interpretation of policies, procedures, and regulations are necessary
• Maintains control files of matters in progress and expedites their completion
• Makes travel arrangements and creates travel itineraries, including airline, hotel reservations, car rental and other related activities for assigned executive administrator and groups, when necessary
• Exercises independent judgement and discretion in scheduling appointments and meetings for Vice President
• Prepares and maintains a calendar of events to ensure timely coordination of office activities and status of assigned projects
• Develops schedules related to District activities
• Performs related duties and responsibilities as required
• Other related duties as assigned

Knowledge of

• Possess knowledge of the overall District and understand the organizational structure of the College and the relationship of the various departments within the structure
• Modern office equipment, practices and procedures
• Program guidelines and policies
• Principles of business letter and report writing, including the use of correct English, spelling and punctuation
• Collection and organization of data and information

Ability to

• Compile and analyze data
• Train and supervise the work of others
• Interpret, apply, and explain rules and policies
• Prepare and edit reports and other material
• Perform responsible and complex administrative support using independent judgement, personal initiative and confidentiality
• Work cooperatively with students, District employees and the public
• Exercise considerable independence of action and expected to make independent decisions concerning policies and procedures of the organizational unit
• Exhibit skill and tact, as well as good communication, when dealing with students, staff, faculty and/or the public
• Possess a basic understanding of contractual agreements
• Receive confidential information and maintain confidentiality
• Work under steady pressure with frequent interruptions and high degree of public contact by phone or in person
• Work independently and effectively in the absence of supervision, plan and organize work to meet deadlines, demonstrate skills in organizing, scheduling and time management
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students

Minimum Qualifications

Required Education and Experience

• Two years of college OR Three years of increasingly responsible secretarial experience AND transcribe minutes for meetings efficiently and effectively

License or Certificate

Valid California driver license or ability to obtain within 90 days of hire date

Desired Qualifications

Education/Training/Experience:None

License or Certificate

None

Physical Demand 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 individual with disabilities to perform the essential job functions.

Environment

Work is performed primarily in an office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends.

Physical Ability to

• Hear and understand speech at normal levels
• Communicate so others will be able to clearly understand normal conversation
• Read printed matter and computer screens
• Stand or sit for prolonged periods of time
• Bend, twist, stoop, kneel, crawl, push, and pull
• Reach in all directions
• Work at a desk, conference table or in meetings of various configurations
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard

Vision

See in the normal visual range with or without correction.

Hearing

Hear in the normal audio range with or without correction.

Interview Information

Applicants deemed highly qualified for the position will be invited to participate in onsite oral interviews conducted by a screening committee. A limited number of candidates will be selected to move forward to the interview stage.

Interviews are tentatively scheduled for October 28, 2026, with in-person final interviews scheduled for November 4, 2026.

Employee Benefits

Health benefits for the employee and all their eligible dependents cost employee's only $12 per month and provide access to PPO medical coverage, PPO dental coverage, VSP Vision coverage, and more! Please visit our Merced College Benefits website for more details about our incredible employee benefits. In addition, sick leave and retirement benefits are also provided.

Condition of Employment

The selected candidate must be fingerprinted and tested for tuberculosis at his/her own expense prior to the start of employment. In compliance with the Immigration Reform Act of 1986, all new employees are required to verify their identity and the right to work in the United States. All offers of employment are subject to approval by the Board of Trustees. The applicant must be able to perform the essential functions of the position with or without reasonable accommodations.

Individuals with disabilities may request any needed accommodation to participate in the application process. Please submit your request with your application to the Human Resources Office.

Merced Community College District is an Equal Opportunity Employer