Job Description

Posting Number

Position Title

Location

Department

Position Number

Percentage of Full Time

FLSA

Months per Year

Min Salary

Max Salary

Position Type

Who We Are

The College and the District

Who We Want

The Position

Duties and Responsibilities

1. Works cooperatively with the College President to carry out the District’s mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials
2. 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
3. Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance
4. Screens mail for crucial and confidential matters requiring the College President’s immediate attention or requiring the referral to other appropriate administrative staff
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 a complex management calendar for the College President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
7. Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the College President
8. 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, working with and developing contracts with vendors, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned
9. Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials; maintains official records of agendas and minutes
10. Serves as a liaison for the College President with the community and staff, including maintenance of the appropriate District informational websites
11. 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
12. 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
13. 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
14. Monitors budgets for College President and makes recommendations regarding expenditures and allocations; prepares purchase requisitions and completes electronic supply orders; prepares appropriate conference and expense reports for the College President
15. Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the President’s Office, including ensuring that timelines are met, assigning projects, and supervising employee production
16. Prepares agendas, calendars, and meeting materials for meetings
17. Works with Human Resources to schedule second interview schedules for faculty and administrative staff and for positions reporting directly to the College President
18. 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
19. 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
20. Proofreads documents and publications
21. 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
• 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

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 who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ 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

Physical Requirements

Benefits

Open Date

First Review Date

Open Until Filled

Special Instructions Summary

Conditions of Employment

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

Annual Security Report

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