Job Details

Administrative Assistant, Senior

Position Number: 6581180
Location: Pittsburg, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant, Senior

Posting Number: 0002210
Location: Los Medanos College
Salary: YEARLY: $65,424, step 1 - $79,704, step 5 (see special instruction for initial step placement)

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 Qualifications:
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.

Knowledge Of:
Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.

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.

Ability To:
N/A

Desirable Qualifications:

Possession of a Bachelor Degree.
Experience with databases of student, financial, and employee records.
Demonstrated experience running reports and communicating findings with stakeholders.
Demonstrated commitment to fostering and providing a customer service experience.
Strong proficiency with office technology and software (e.g., Microsoft Office Suite, ERP/financial systems, web tools, and virtual meeting platforms) with the ability to learn new systems quickly.
Strong written and verbal communication skills, including the ability to draft professional correspondence, reports, agendas, and minutes on behalf of executive leadership.
Demonstrated experience in preparing, reconciling, and presenting financial or budget information in a clear and actionable way to inform executive decision-making.
Experience providing training, guidance, or workflow coordination to peers or staff, demonstrating leadership and collaboration even without formal supervisory authority.

Special Instructions:
Los Medanos College invites applications for the position of Senior Administrative Assistant to the Vice President of Business and Administrative Services. We are seeking a highly motivated and detail-oriented professional who thrives in a dynamic, fast-paced environment and is dedicated to advancing the success of students, faculty, and staff.
The Senior Administrative Assistant serves as a trusted partner and primary liaison on behalf of the Vice President, ensuring effective communication and coordination with a wide range of internal and external stakeholders. The Senior Administrative Assistant plays a critical role in advancing the College's mission by supporting executive leadership, strengthening organizational effectiveness, and ensuring that diverse voices are heard in our participatory governance structure.
The ideal candidate will bring strong organizational skills, sound judgment, and a proactive mindset, with demonstrated success in providing executive-level support within a complex organization. This role requires advanced proficiency with modern office software and tools, including those used for scheduling, financial reporting, and campus communications. The successful candidate will demonstrate a proven ability to adapt to new technologies, manage multiple priorities with professionalism, and contribute to a collaborative and inclusive campus culture.
At Los Medanos College, we believe that every role contributes to the success of our students and the vitality of our community. Joining our team means becoming part of a supportive, collaborative, and innovative environment where your work has a direct and lasting impact. We value professionalism, integrity, and continuous learning. We also recognize that work-life balance and personal growth are essential to sustained success. At Los Medanos College, you will find opportunities to expand your skills, contribute to meaningful projects, and engage with a campus community that is dedicated to inclusive excellence.

Los Medanos College (LMC) serves about 12,000 students who pursue transfer preparation, career education, and skill building. Located in East Contra Costa County, Los Medanos College is the only higher education institution in one of the fastest and continually growing regions of the East Bay. Serving a highly diverse student population at multiple locations including the Pittsburg campus, Brentwood Center, and through a robust online learning environment, LMC provides our community with equitable access to educational opportunities and support services that empower students to achieve their academic and career goals in a diverse and inclusive learning environment. As a proud Hispanic Serving Institution (HSI) dedicated to equitable success for all students we seek colleagues who operate with a growth mindset and who demonstrate a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.

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

Job Close Date: 10/20/2025
Open Until Filled: No

To apply, visit https://www.4cdcareers.net/postings/11642