Job Details

San Mateo County Community College District

Administrative Assistant

Position Number: 6505590
Location: San Mateo, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Campus: Canada College

FLSA Status: Non-Exempt

Salary Schedule: 60

Bargaining Unit: CSEA

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

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

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

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
Use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
Respectful, tactful, and sensitive interactions with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
Project and event planning
Oral communication, including public speaking and giving clear and concise instructions
Written communication
Training and leading the work of others
Organizing data, setting up, tracking, and maintaining data in electronic and manual files

Ability to:

Coordinate, anticipate, and resolve workload issues and problems
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 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

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) 2024 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years (2021-2023) 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 2024 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 2024 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:

To apply, visit http://smccd.interviewexchange.com/jobofferdetails.jsp?JOBID=191790