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Senior Executive Assistant

Employer
San Mateo County Community College District
Location
San Mateo

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Job Details



Senior Executive Assistant

San Mateo County Community College District


Posting Number: 2014842S
Department: Chancellor's Office DIST (DEPT)
Location: District Office
Position Number: 1C0281
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Note:
Min Salary: $91,512 (annual)
Max Salary: $116,868 (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:
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 Senior Executive Assistant serves as the chief executive support staff to the Chancellor. The Senior Executive Assistant performs difficult and specialized clerical and administrative support, including serving as a liaison between the Chancellor, Board of Trustees, administration, faculty, staff, and the community. There is an expectation that the Senior Executive Assistant will resolve problems and make independent decisions with minimum supervision. The Senior Executive Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the Chancellors' Office, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. 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 Governing Board members, 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. Senior Executive Assistants 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. Works cooperatively with the Chancellor to carry out the District’s mission, vision, and goals by assisting and overseeing preparation of agendas, minutes, and other materials

2. Composes correspondence on own initiative on matters not requiring personal responses of the Chancellor and responds to various surveys; prepares information of a confidential nature, including responses from the Chancellor on grievances and legal matters, preparation of administrative and staff evaluations, and a variety of other documents

3. Responds to and assists the Chancellor in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance

4. Assists the Chancellor with general administrative operations, including interpreting Brown Act regulations, special projects, and Board of Trustees elections

5. Screens mail for crucial and confidential matters requiring the Chancellor’s immediate attention or requiring the referral to other appropriate administrative staff

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

7. Sets up and maintains a complex management calendar for the Chancellor, including maintenance of appointment schedules and making arrangements for special meetings, conferences, and workshops

8. Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the Chancellor

9. Plans and coordinates administrative unit and District-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. Serves as a liaison for the Chancellor with the community and staff, including maintenance of the appropriate District informational websites

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

12. Researches and compiles statistical data for statistical, financial and other reports, special projects, grant applications, contracts, surveys, presentations, and agenda materials, including the monitoring and filing of statements of economic interests for designated employees of the District and other mandated reporting requirements

13. Monitors budgets for Chancellor and makes recommendations to the Chancellor regarding expenditures and allocations; prepares purchase requisitions and completes electronic supply orders; prepares appropriate expense reports for the Chancellor

14. Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the Office of the Chancellor, including ensuring that timelines are met, assigning projects, and supervising employee production

15. Prepares agendas, calendars, and meeting materials for Chancellor’s Council and Chancellor’s Cabinet meetings

16. Works with Human Resources to schedule second interview schedules for administrative and staff positions reporting directly to the Chancellor

17. 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

18. 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

19. Proofreads documents and publications

20. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to possession of an Associate’s degree in business administration, office administration, or a closely related field• Successful complex 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 multi-tasking, prioritizing workloads, and working independently• Demonstrated skill in working as part of a customer service team

Physical Requirements:
This classification requires sitting for long periods of time; the ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull, or otherwise move objects up to 20 pounds; work at a computer, including viewing a monitor for extended lengths of time, repetitive use of keyboard and mouse, dexterity of hands and fingers to operate keyboard and ability to operate a motor vehicle and drive to off campus locations 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 multi-tasking 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, confidential and sensitive interaction with people from diverse 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. 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.

Open Date: 10/22/2019
First Review Date: 11/11/2019
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.
.

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) 2019 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 2019 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 2019 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2019 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.

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





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Organization

We are a three College District located between San Francisco and the Silicon Valley. Our Colleges serve more than 40,000 students each year and offer the first two years of instruction in a wide variety of transfer programs as well as more than 90 vocational-technical programs. Students can earn either Associate in Arts or Science degrees or receive Certificates of Proficiency in their chosen fields.

The Colleges of the San Mateo County Community College District, Cañada College, College of San Mateo, and Skyline College, recognizing each individual’s right to education, provide the occasions and settings which enable students to develop their minds and their skills, engage their spirits, broaden their understanding of social responsibilities, increase their cultural awareness and realize their individual potential. The District actively participates in the economic, social, and cultural development of San Mateo County. In a richly diverse environment and with increasing awareness of its role in the global community, the District is dedicated to maintaining a climate of academic freedom in which a wide variety of viewpoints is cultivated and shared. The District actively participates in the continuing development of the California Community Colleges as an integral and effective component of the structure of public higher education the State.

Canada College

College of San Mateo

Skyline College

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