San Mateo Community College District San Mateo , CA 94401
Posted 2 months ago
Posting Details
Position Information
Posting Number 20141767S Position Title Administrative Assistant Location College of San Mateo Department Office of Equity CSM (DEPT) Position Number 4C0436 Percentage of Full Time 100% FLSA Non-Exempt (accrues overtime) Months per Year 12 If other, please specify Min Salary $77,052 (annual) Max Salary $98,304 (annual) Position Type Classified Positions
Posting Text
Who We Are
The San Mateo County Community College 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
College of San Mateo (CSM) is part of the San Mateo County Community College District and is a Hispanic Serving Institution and Asian American Native American Pacific Islander Serving Institution. The college enrolls approximately 15,000 students each academic year. CSM has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on College of San Mateo's Office of Planning, Research and Institutional Effectiveness (PRIE) website.
The President has called for the college community to be student-focused, always find a way to get to "yes" as one team, and serve local communities to the best of our abilities. The college recognizes the need for all students to achieve their goals and recognizes that as an institution we are stronger together. To learn more about CSM's antiracism and justice-centered efforts, please read our Solidarity Statement.
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.
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.
Exchanges information with college staff and others regarding college and district services, as well as to provide and/or interpret operating policies, and procedures
Serves as liaison between various division and department staff, other college offices and district departments for a variety of procedures or issues
Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
Sets up and maintains a complex management calendar
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
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
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, including educational and faculty schedules, class schedules, budget and financial records, confidential student demographic data, and other information
Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas or with minimal guidance or direction
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
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
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
Researches and compiles data for statistical, financial and other reports, class schedules, catalogs and brochures, special projects, grant applications, contracts, correspondence, surveys, presentations, agenda materials, division/department programs and services, and other uses
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
Prepares purchase requisitions and completes electronic supply orders
Compiles items and materials for meeting agendas
Proofreads documents and publications
Takes and transcribes meeting notes as assigned
Sorts and distributes administrative unit mail as needed and coordinates bulk mailings
Performs other related duties as assigned
Minimum Qualifications
Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
Successful complex clerical experience of increasing responsibility
Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ 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
Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems and computer applications
Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
Skill in use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
Skill in respectful, tactful and sensitive interactions with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
Skill in project and event planning
Skill in oral communication, including public speaking and giving clear and concise instructions
Skill in written communication
Skill in training and leading the work of others
Skill in organizing data, setting up, tracking and maintaining data in electronic and manual files
Ability to coordinate, anticipate, and resolve workload issues and problems
Ability to work effectively as part of a customer service team
Physical Requirements
This classification requires data comparison and interpretation; contact in close proximity with individuals and groups; work under deadline pressure; multi-tasking; attention to detail; manual dexterity; pulling, pushing, reaching; moving items of light to moderate weight; listening/comprehension of a variety of directional formats; flexibility, and adaptability 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 03/21/2024 First Review Date 04/22/2024 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, ethnic, neurodivergent, and LGBTQIA+ 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
Email: smccdjobs@smccd.edu
Web Page: https://smccd.edu/humanresources/
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.
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.
EEO Statement
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.
Accommodations
Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form
Annual Security Report
San Mateo County Community College District's (SMCCCD) 2022 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2022 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2022 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2022 Annual Security Report is now available. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures and resources.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Are you a current or former employee of a CalPERS agency?
Yes
No
If yes, are you a CalPERS retiree?
Yes
No
Have you graduated from high school and taken college courses in business administration, office administration, or a closely related field OR can you demonstrate an equivalent combination of education and experience?
Yes
No
Do you possess successful complex clerical experience of increasing responsibility?
Yes
No
Can you demonstrate cultural competence, a sensitivity to, and an understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff?
Yes
No
Do you possess experience with the organization and implementation of various complex office procedures and forms?
Yes
No
Do you have experience with training and leading the work of others?
Yes
No
Do you have experience with the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials?
Yes
No
Do you possess experience with research and compiling data for, formatting, and preparing statistical, financial and other reports?
Yes
No
Can you demonstrate skill in multitasking, prioritizing workloads, and working both independently as well as part of a customer service team?
Yes
No
Applicant Documents
Required Documents
Cover Letter
Resume/Curriculum Vitae
Optional Documents
San Mateo Community College District