Executive Assistant to the President

at  San Mateo County Community College District

WHO WE ARE:

The San Mateo County Community College District is committed to achieving educational equity for all students. As outlined in the Districts Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The Districts “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 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 that requires broad collaboration among faculty and classified staff, administration, students and community partners.

MINIMUM QUALIFICATIONS:

• A combination of education and experience equivalent to possession of an Associates 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
• 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 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.

KNOWLEDGE, SKILLS AND ABILITIES:

• 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
• Skill in use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
• Skill in respectful, tactful, confidential, and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
• Skill in project and event planning
• Skill in oral communication, including public speaking and giving clear and concise instructions
• Skill in written communication
• Skill in training and leading the work of others
• Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files
• Ability to coordinate, anticipate, and resolve workload issues and problems
• Ability to work effectively as part of a customer service team

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 applicants 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 applicants 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/

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.

• Works cooperatively with the College President to carry out the Districts mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials
• Takes initiative to compose correspondence on matters not requiring personal responses of the College President and responds to various surveys; prepares information of a confidential nature, including responses from the College President on grievances and legal matters, preparation of administrative and staff evaluations, and a variety of other documents
• Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance
• Screens mail for crucial and confidential matters requiring the College Presidents immediate attention or requiring the referral to other appropriate administrative staff
• 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 for the College President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
• Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the College President
• 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
• Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials; maintains official records of agendas and minutes
• Serves as a liaison for the College President with the community and staff, including maintenance of the appropriate District informational websites
• Uses standard software applications to compose and prepare calendars, correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas, and meeting minutes and to design and/or update an area website
• Uses a database and a variety of spreadsheets and other computer software to set up, track, and maintain a wide variety of data and files
• 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
• Monitors budgets for College President and makes recommendations regarding expenditures and allocations; prepares purchase requisitions and completes electronic supply orders; prepares appropriate expense reports for the College President
• Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the Presidents Office, including ensuring that timelines are met, assigning projects, and supervising employee production
• Prepares agendas, calendars, and meeting materials for meetings
• Works with Human Resources to schedule second interview schedules for faculty and administrative staff and for positions reporting directly to the College President
• 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
• Proofreads documents and publications
• Performs other related duties as assigned