Executive Secretary

Executive Secretary - College and Administrative Services - Modesto Junior College APPLICATION CLOSE DATE: Friday, September 25th, 2026 at 11:59 P.M . This is a confidential process and will be handled accordingly throughout its various stages. Candidates are asked to respect the confidential nature of the search. The District: The Yosemite Community College District is a multi-college district. Modesto Junior College, the larger college in the district, was founded in 1921. It is located in the city of Modesto. The second district college, Columbia College, was founded in 1968 and is located near Columbia State Historic Park in the foothills of the Sierra Mountains. The Colleges work closely with nearby universities: California State University, Stanislaus; University of the Pacific; Brandman University; and University of California, Merced. Modesto Junior College also promotes and sustains partnerships with local businesses, government, and agencies in order to support economic and community development, and improve the area’s quality of life. The District is governed by a seven member elected Board of Trustees and the Chancellor who serves as the Chief Executive Officer. College Presidents report to the Chancellor and serve as the Chief Administrative Officers and academic leaders on the campuses. Columbia College and Modesto Junior College are comprehensive community colleges with excellent reputations for serving their communities. Position Information Job Title Job Title Executive Secretary - College and Administrative Services - Modesto Junior College Site Salary Range/Other Salary Range/Other Management Salary Schedule (2025-2026) Range 22: $6,017 to $7,633 monthly or $6,268 to $7,884 monthly with earned Doctorate. New appointees will receive year-for-year credit for prior management experience to a maximum of Step C. The District currently pays for a health options for the employee and dependents. Employees may elect to pay a premium for a higher health option. Vision care and dental insurance premiums for the employee and dependents is District paid. Income protection and life insurance premiums for the employee are also District paid. The estimated cost of District provided benefits (health, dental, vision, and life) is $24,408 annually. Position Summary Information Scope of Assignment DEFINITION Under direction, coordinates and performs highly complex and confidential secretarial and/or administrative duties in direct support of a District executive, relieving him/her of administrative detail; performs highly complex, technical, and confidential secretarial and administrative clerical functions; serves as a liaison between the executive’s office, District staff, and the community members; translates and interprets for District personnel in resolving problems, issues and complaints; and does other related duties, as assigned. DISTINGUISHING CHARACTERISTICS This is the highly specialized, executive secretarial class in the Administrative Support Series. Positions in this class possess highly specialized, technical or functional expertise pertaining to their assigned functional area and apply full working knowledge of the work unit assigned. They are expected to independently perform complex activities that require extensive knowledge of assigned area and of office management and secretarial practices, using considerable independent judgment and action. Positions may be assigned to support any of several executive level positions throughout the District. It is recognized that many similar duties are inherent in all secretarial classifications; however, the level of difficulty of the work performed is related to its use in the organizational structure. An Executive Secretary position can be distinguished from other District secretarial and administrative support classes because the role of incumbents is primarily to perform secretarial and administrative duties for a College President, Vice-President or other executive manager with comparable organizational status. This classification is deemed confidential and as such is part of the District’s leadership/management definition. SUPERVISION RECEIVED AND EXERCISED Receives direction from a District executive manager. May provide direct or lead functional supervision over lower level office personnel, as assigned. MINIMUM QUALIFICATIONS Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. Education and Experience: Education : Equivalent to possession of an AA degree from an accredited college, with major course work in business management, supplemented by course work or training in office management, public relations, or related areas. Experience : Five years of increasingly responsible administrative assistant and/or executive secretarial experience, including four years of technical administrative work pertaining to program research, administration, communications, finance, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum, and/or related areas. Experience in an educational organization is highly desirable. Knowledge of: Procedures, methods, strategies, and techniques pertaining to the operation of a college executive’s office; District organization, functions and operating policies and procedures; Principles, goals, and objectives of community college education; Modern office practices, trends, and procedures, standard office equipment and modern data management, storage, and retrieval systems; Legal mandates, policies, regulations, and procedures that govern the District operational processes; English usage, spelling, grammar, and manuscript and report formatting; Effective and efficient communication techniques, strategies, and procedures. Ability to: Coordinate, direct, and expedite the production of documents and materials; Effectively and efficiently perform highly responsible secretarial and/or administrative functions and activities; expeditiously analyze, abstract, compile, and prepare comprehensive reports; Work independently while using sound judgment and decision-making skills Communicate effectively in oral and written form; Multi-task; continuously prioritize and reprioritize, as necessary; Establish and maintain a complex data management, storage, and retrieval system; Monitor the work of others and train lower level support staff, as needed; Keyboard at a net corrected speed of 60 words per minute; take and transcribe dictation accurately at a reasonable speed; Understand and carry out oral and written directions; Establish and maintain cooperative relationships and maintain a calm, tactful, and diplomatic manner. Desirable Qualifications Example of Duties ESSENTIAL DUTIES Serve as confidential secretary and/or administrative aide to a District executive; serve as liaison between the assigned work unit and other District offices, faculty, students and the public at large. May perform research and data abstraction pertaining to legislation, court decisions, and legal provisions that may affect operational processes. Act as information source regarding policies and procedures; provide information where judgment, knowledge and interpretations are necessary, especially in the proper handling of confidential files or information; May maintain confidential division personnel information and files; liaise with District Human Resources department, as necessary Coordinate the secretarial, clerical, and administrative follow-up activities required including maintaining the executive’s schedule and calendar, conference and travel arrangements, providing operational information, and the preparation of correspondence and special reports; may serve as office administrator, as assigned or when necessary. Conduct or coordinate research activities, compile and analyze data, plan and/or implement improvements in operational and administrative policies, procedures and practices, as needed. Plan, organize, coordinate, and supervise the preparation, printing, and distribution of and related materials, notices, bulletins, and other public documents. Assist in the revision, updating, and maintenance of the Board of Trustee policies and regulations. Perform follow-up functions to ensure a timely response to Chancellor special requests and information requests. Take and transcribe dictation pertaining to correspondence, memoranda, reports, and a variety of other subject matter that may be sensitive, privileged, and highly confidential. Interpret policies, operational regulations, and procedures to District staff; develop operational guidelines, office procedures or handbooks, as needed. Develop, recommend and coordinate the implementation of policies, and procedures designed to ensure compliance with applicable state, federal or District policy or procedure. Independently compose correspondence pertaining to a variety of issues. Plan, organize, establish, and maintain a complex data management, storage, and retrieval system. May perform lead responsibility for applicable District software applications, as necessary; assist in implementing and monitoring data for accuracy. Process and respond to routine mail and inquiries. Assist and oversee the budget planning and expenditure control procedures. Review and provide technical evaluation or guidance and training of the performance of the clerical staff of the Executive’s office, as assigned. Assist visitors whose concerns are privileged and confidential. Performs other duties as assigned. Licenses and Certificates: Possession of a valid California Motor Vehicle Driver’s License. Physical and Mental Standards: Mobility: ability to sit for long periods, move about an office, stand occasionally, reach above and below desk level. Dexterity: fine manipulation sufficient to operate a keyboard, handle individual papers, write and take notes. Lifting : occasional lifting of papers, files, equipment and material weighing up to 25 pounds. Visual Requirements : close vision sufficient to read files, documents, and computer screens and do close-up work; ability to adjust focus frequently. Hearing/Talking : ability to hear normal speech, speak and hear on the telephone, and speak in person. Emotional/Psychological Factors : ability to make decisions and concentrate; handle frequent contact with others including some public contact who may be hostile; handle frequent deadlines and time-limited assignments. * Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. TYPICAL WORKING CONDITIONS Work is generally performed in a standard office environment. Additional Applicant Information Applications will be reviewed by a screening committee which will select candidates to be interviewed. Those applicants selected for personal interview will be notified by email or phone. In accordance with Board policy official offers of employment will be made only by the Chancellor or Vice Chancellor/Human Resources, YCCD . Final appointment is subject to confirmation by the Board of Trustees. Federal law requires the District employ only US citizens and aliens authorized to work in the United States. Written verification of employment eligibility is required. Background Check : A background investigation of new employees is required, including reference checks and a state criminal history report. Employment will not begin until the history check has been cleared by Human Resources. The cost for the criminal history report will be the responsibility of the successful candidate. The District may hire more than one applicant from this applicant pool. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. The Yosemite Community College District is an Equal Opportunity Employer. It is the policy of Yosemite Community College District (Modesto Junior College and Columbia College) not to discriminate on the basis of race, color, national origin, sex or disability in its educational programs and its employment practices. YCCD BP 3410 Nondiscrimination can be found at: Title IX Sexual Harassment regulations define Title IX Sexual Harassment to include four terms “as defined in” the Clery Act and the Violence Against Women Act ( VAWA ): Sexual Assault, Dating Violence, Domestic Violence, and Stalking. In accordance with 34 C.F.R. §§ 100.6(d), 104.8, and 106.9; and 28 C.F.R. § 35.106, the following person has been designated to handle inquiries regarding Title IX, Section 504/Title II policies: District Title IX/Civil Rights Compliance Coordinator Yosemite Community College District 2201 Blue Gum Ave., Modesto, CA 95358 Open Date 08/28/2026 Close Date 09/25/2026 Open Until Filled No Required Documents Resume / Curriculum Vitae Cover Letter Unofficial Transcript 1 (Attach all college transcripts) Optional Documents Other Letter of Reference 1 Letter of Reference 2 Letter of Reference 3 List of Graduate Courses Unofficial Transcript 2 (Attach all college transcripts) Unofficial Transcript 3 (Attach all college transcripts) #J-18808-Ljbffr