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Administrative Assistant (Part-time)

Job description



Administrative Assistant (Part-time)

San Mateo County Community College District


Posting Number: 2014575S
Department: Chancellor's Office DIST (DEPT)
Location: District Office
Position Number: TBD
Percentage of Full Time: 48%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Note:
Min Salary: $29,001.60 (part-time annual)
Max Salary: $37,013.76 (part-time annual)
Position Type: Classified Positions

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:
San Mateo County Community College District is home to Cañada College, College of San Mateo, and Skyline College. All three of our colleges have been designated as Hispanic Serving Institutions. The District enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students within the District, 2.8% are African-American, 0.2% are American Indian, 16.4% are Asian, 10.4% are Filipino, 24.6% are Latinx, 1.6% are Pacific Islander, 24.0% are White, 17.8% Multi-Ethnic, and 2.2% are unknown.

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 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.

1. Exchanges information with college staff, including administrators, staff, students, and members of the public regarding college and District services, as well as to provide and/or interpret operating policies and procedures

2. Assists with preparation of materials for Board of Trustees meetings; communicates with Trustees on Board related matters

3. Assists with the preparation of District rental agreements and contract preparation; deals extensively with members of the public on details related to events

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

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

6. Sets up and maintains complex management calendars

7. 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

8. 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

9. 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

10. 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

11. 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

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

13. 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

14. 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

15. 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

16. Prepares purchase requisitions and completes electronic supply orders

17. Compiles items and materials for meeting agendas

18. Proofreads documents and publications

19. Takes and transcribes meeting notes as assigned

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

21. 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• Strong accounting background• Demonstrated skill in written and oral communication• Successful complex clerical experience of increasing responsibility• Extensive public contact experience that has demonstrated respectful and sensitive communication with people at various levels within an organization who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds• 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

Physical Requirements:
This classification requires sitting for various lengths of time; the ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull or otherwise 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 manual dexterity of hands and fingers to operate keyboard in order to perform the essential functions.

Equivalence to Minimum Qualifications:


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

Preferred Qualifications:


Benefits:
Benefits include paid holidays, vacation and sick leave. Optional tax-deferred flexible benefit 403(b) and 457 plans are available. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California.

Open Date: 03/29/2018
First Review Date: 04/12/2018
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required application materials, including the cover letter, will be screened on the basis of Requirements and 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.

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.

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 request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2017 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 2017 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 2017 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2017 Annual Security Report is now available at https://www.smccd.edu/publicsafety/2017%20SMCCCD%20Annual%20Security%20Report.pdf. 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.

To apply, visit: https://jobs.smccd.edu/

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Job No:
Posted: 4/2/2018
Application Due: 6/1/2018
Work Type:
Salary: