Job Details

Division Assistant


Campus: Cañada College

FLSA Status: Non-Exempt

Salary Schedule: 60

Grade: 27

Bargaining Unit: CSEA

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

The Division Assistant performs complex and detailed clerical and administrative support for Division Administrators with an expectation of resolving problems and making independent decisions with minimum supervision. Under direction, the Division Assistant initiates, implements and coordinates office procedures and timelines, while exercising independent judgment, in order to complete major projects and provide support for Division programs and services. The Division Assistant is responsible for the modification and maintenance of the Division schedule, serving as a resource to Division administrators, faculty, staff and students, while adhering to campus guidelines and timelines. The Division Assistant provides organizational support on budget maintenance and reconciliation. The Division Assistant works closely with the budget office to follow proper accounting procedures. 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. Consequences of errors in judgment could be costly in public relations and employee time. Division Assistants can train and lead the work of other clerical staff, and can direct the work of 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.

1. Exchanges information with college staff and others regarding division services, as well as to provide and/or interpret operating policies, and procedures
2. Serves as liaison between various division and department staff and 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 various complex management calendars
5. Plans and coordinates division 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 successfully implement division office operations
7. Modifies and maintains the division course schedule, adheres to the production timeline and ensures schedule entry accuracy. Verifies scheduling content to align with catalog and curriculum updates as directed. Reviews accuracy of and enters workload assignment
8. 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, and other information
9. Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas with minimal guidance or direction
10. Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, and agendas and meeting minutes and to update an area website
11. Trains and leads the work of other Division support staff, including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures
12. 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
13. Researches, compiles, and maintains data for statistical, financial and other reports, class schedules, brochures, grant applications, contracts, special projects, correspondence, surveys, presentations, and division programs and services, including tracking faculty schedules and workload changes
14. Coordinates the collection of required documentation for instructional related audits for compliance on items, such as TBA hours, materials fees, open enrollment, positive attendance, course syllabi, and faculty contracts
15. Reviews new hire paperwork for adjunct faculty, short term employees, and student assistants for completeness. Prepares personnel requisition and action forms
16. Troubleshoots and resolves class scheduling problems
17. Performs administrative organizational budget maintenance and review, including grant expense reporting, processing budget transfers and expenditure journals, and serving as the Division resource in providing budget coding assistance
18. Prepares purchase requisitions and completes electronic supply orders
19. Compiles items and materials for meeting agendas
20. Takes and transcribes meeting notes as assigned
21. Sorts and distributes division mail as needed and coordinates bulk mailings
22. Performs other related duties as assigned

Employment Standards (acquired through education, training, and/or experience)

Knowledge of:

1. Office organizational procedures, including workflow, current office equipment, supplies, file systems, and computer applications

Skill in:

1. Multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
2. Use of the Microsoft Office Suite and web-based content management systems
3. Respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
4. Project and event planning
5. Oral communication, including public speaking and giving clear and concise instructions
6. Written communication
7. Training and leading the work of others
8. Organizing data, setting up, tracking, and maintaining data in electronic and manual files

Ability to:

1. Coordinate, anticipate, and resolve workload issues and problems
2. Work effectively as part of a customer service team

Job Requirements:

• 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, implementation and maintenance of forms, electronic and manual files and records
• 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

Additional Information:
Physical/Other 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.

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.

EEO Statement: San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.

Our EEO Plan grounded in Title 5 regulations is developed and monitored by an EEO Advisory Committee, reviewed at least every three years, and supported by regular training for all members of selection and screening committees. We collect and analyze recruitment and retention data to measure progress and identify barriers.

Annual Security Report

San Mateo County Community College District's (SMCCCD) 2025 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2022-2024) 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. The 2025 Annual Security Report also outlines various campus safety and security policies 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 Annual Security Report also includes important tips to help every community member remain safe and avoid becoming a victim of crime. The 2025 Annual Security Report is now available on the Public Safety website. 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.


Closes: 7/31/2026

To apply, visit http://smccd.interviewexchange.com/jobofferdetails.jsp?JOBID=201874