Administrative Assistant (Funded by Measure H)

San Mateo County Community College District - San Mateo, CA4.1

Temporary
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Who We Are
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” 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 San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District
The San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions enrolling approximately 33,000 students each academic year. San Mateo County Community College District has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on the San Mateo County Community College District’s Educational Services & Planning 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 staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College 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.

The Position
The Administrative Assistant performs difficult and specialized clerical and administrative support for senior administrative staff with an expectation of resolving problems and making independent decisions with minimum supervision. The Administrative Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for administrative unit, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. Under direction, the employee initiates, implements, and coordinates other staff workloads and timelines in order to complete major projects and to provide support for various senior administrative unit services. Public contact is extensive, and involves college and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff, and employee time. Administrative Assistants can lead the work of other clerical staff, volunteers, and student assistants as assigned.

This is a temporary position funded by Measure H. The Administrative Assistant performs work in support of Measure H bond projects and will be eliminated once the funding has been exhausted.
Duties and Responsibilities
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with college staff and others regarding college and District services, as well as provides and/or interprets operating policies and procedures

2. Serves as liaison between various division and department staff, other college offices and District departments for a variety of procedures or issues

3. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals

4. Sets up and maintains a complex management calendar

5. Plans and coordinates administrative unit and college-wide events and activities in conjunction with other management and staff and provides event and activity support, such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned

6. Attends meetings and other events to obtain and provide current information, as well as to meet with management and other staff to plan projects and workloads

7. Uses a database and a variety of spreadsheet and other computer software to set up, track, and maintain a wide variety of data and files

8. Composes and prepares correspondence, memoranda, report narratives, publicity materials, and other materials from original ideas or with minimal guidance or direction

9. Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes and to design and/or to update an area web site

10. Trains and leads the work of other administrative support staff in major procedural workloads as assigned, including recommending timelines for submission of work by other staff, reviewing and auditing completed work, and instructing staff on modifications to existing procedures

11. Reviews office workflow for efficiency and makes recommendations for modifications, including planning, creating, and implementing new and modified office forms and procedures in conjunction with management and other staff

12. Researches and compiles data for statistical, financial, and other reports, special projects, grant applications, contracts, correspondence, surveys, presentations, agenda materials, division/department programs and services, and other uses

13. Performs administrative unit budget maintenance, including assisting and providing coordination with budget development, processing budget transfers and expenditure journals, and serving as a resource for managers in providing budget coding assistance

14. Prepares purchase requisitions and completes electronic supply orders

15. Compiles items and materials for meeting agendas

16. Proofreads documents and publications

17. Takes and transcribes meeting notes as assigned

18. Sorts and distributes administrative unit mail as needed and coordinates bulk mailings

19. Performs other related duties as assigned

Minimum Qualifications
  • Graduation from high school and completion of college courses or equivalent training in business administration, office administration, public administration, construction management, facilities management, or a closely related field
  • Successful general clerical experience of increasing responsibility
  • Demonstrated cultural competence, 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
  • Experience with the organization and implementation of various complex office procedures and forms
  • Experience with training and leading the work of others
  • Experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials
  • Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
  • Demonstrated skill in multitasking, prioritizing workloads, and working independently
  • Demonstrated skill in working as part of a customer service team
Knowledge, Skills and Abilities
1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems and computer applications

2. Skill in multitasking and workload prioritizing under deadline pressure, using independent judgment for decision-making

3. Skill in use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems

4. Skill in respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

5. Skill in project and event planning

6. Skill in oral communication, including public speaking and giving clear and concise instructions

7. Skill in written communication

8. Skill in training and leading the work of others

9. Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files

10. Ability to coordinate, anticipate, and resolve workload issues and problems

11. Ability to work effectively as part of a customer service team

Physical Requirements
This classification requires manual dexterity; pulling, pushing, reaching; and moving items of light to moderate weight up to 30 pounds; work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse, or other control device, and dexterity of hands and fingers to operate keyboard in order to perform the essential functions.

Preferred Qualifications
Benefits
Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Posting Detail Information
Open Date 04/17/2019
First Review Date 05/19/2019
Close Date
Open Until Filled Yes
Special Instructions Summary
Required Application Materials

All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).

2. A resume that details all relevant education, training, and other work experience.

3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, 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 as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.

Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive, San Mateo, CA 94402
Tel.: (650) 574-6555
Fax:(650) 574-6574
Web Page: www.smccd.edu/hr

Conditions of Employment
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
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5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.