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Executive Assistant

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San Mateo County Community College District

Job Description

Posting Number

20141900S

Position Title

Executive Assistant

Location

College of San Mateo

Department

Student Services CSM (DEPT)

Position Number

4C0006

Percentage of Full Time

100%

FLSA

Non-Exempt (accrues overtime)

Months per Year

12

Min Salary

$91,344 (annual)

Max Salary

$116,712 (annual)

Position Type

Classified Positions

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 our commitment to provide quality education and promote life-long learning — 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 San Mateo County Community College District team, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice. We achieve this through broad collaboration among faculty and 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, Innovation, & Effectiveness (PRIE) website.

Who We Want

We value the ability to serve students from a broad range of academic, socioeconomic, cultural, disability, gender identity, sexual orientation, racial and ethnic backgrounds. We prioritize applicants who demonstrate an understanding of the benefits that diversity brings to a professional educational community. The successful candidate will be an equity-minded individual who is committed to collaborating with faculty, classified staff, administration, students and community partners in strengthening the culture of equity and antiracism throughout the District. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping students achieve their educational goals.

The Position

The Executive Assistant performs paraprofessional work related to providing a variety of technical, coordinative and other support services to senior administrative staff. Under direction, the position is responsible for moderate to complex assignments, such as research and reporting; project and/or staff coordination and follow-up; facilitating meetings; planning and implementing workshops and special events. Public contact is extensive and can include staff, students, outside agencies and organizations for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity is required to create original materials, plan and implement major workloads and to provide input into workflow and project planning and implementation. Consequences of errors in judgment could be costly in public relations and employee time. An Executive Assistant can direct the work of clerical and other staff and student assistant 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 staff, students, other educational institutions, funding, regulatory and other outside agencies and organizations, and the general public regarding College and District policies, procedures, timelines, staffing, contracts, event planning and other issues
  2. Represents administrative staff at a variety of meetings as assigned
  3. Drives a motor vehicle to attend workshops, meetings and other events to present and/or obtain current information used to develop original materials or make modifications to existing procedures
  4. Confers with administrative staff regarding moderate to complex projects and workflow
  5. Researches, compiles data for, designs, formats and prepares statistical, financial, demographic and other data for special and regular reports and databases, using a variety of computer and presentation software
  6. Makes recommendations for changes to procedures, workflow and policies
  7. Sets up and maintains a library of resource materials on a variety of topics
  8. Trains, supervises and evaluates the work of clerical and other staff as assigned
  9. Coordinates staff in other College and District units on special and regular projects
  10. Plans project timelines, required staff support, outcomes and deliverables
  11. Composes correspondence, survey responses, memoranda, brochures, training materials, handbooks and other reference materials as assigned
  12. Sets up and maintains confidential and other documentation and files
  13. 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, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty, and staff
  • Demonstrated skill in written and oral communication, including public speaking
  • Experience with the organization and implementation of various complex office procedures and forms
  • Experience with training and supervising the work of others
  • Skill in the use of a variety of computer software to compose and prepare correspondence, reports, presentations, and other written materials
  • Skill in project planning and implementation
  • 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


Knowledge, Skills and Abilities

  1. Knowledge of the policies and procedures applicable to a major District or College administrative unit
  2. Knowledge of the techniques used in research
  3. Skill in using a variety of spreadsheet, presentation and other computer software
  4. Skill in project and event planning, staffing, implementation and evaluation
  5. Skill in directing and evaluating the work of others
  6. Skill in handling confidential records and public contact
  7. Skill in multitasking with attention to details
  8. Skill in communicating respectfully and sensitively with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
  9. Skill in oral communication, including public speaking
  10. Skill in written communication
  11. Ability to work effectively as part of a customer service team

Physical Requirements

This classification requires visual comparison and acuity; manual dexterity; oral communication to small and large groups; attention to details; data analysis and logical sequencing; multitasking; work under deadline and other pressures; patience and sensitivity to others; discretion and tact; negotiating and persuasive communication; driving a motor vehicle; good memory; and strategic planning 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.

Open Date

10/24/2024

First Review Date

11/22/2024

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) 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.

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