What are the responsibilities and job description for the Executive Assistant position at San Mateo County Community College District?

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link / button.

Please see Special Instructions for more details.

Required Application Materials

Ready to apply Before you do, make sure to read all the details pertaining to this job in the description below.

All applicants are required to submit :

A completed online District application form (go to https : / / jobs.smccd.edu to complete the application and to apply for this position).
A resume that details all relevant education, training, and other work experience.
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.

Position Title : Executive Assistant

FLSA : Non-Exempt (accrues overtime)

Min Salary : $91,344 (annual)

Max Salary : $116,712 (annual)

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.

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.

Duties and Responsibilities

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.

Represents administrative staff at a variety of meetings as assigned.

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.

Confers with administrative staff regarding moderate to complex projects and workflow.

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.

Makes recommendations for changes to procedures, workflow and policies.

Sets up and maintains a library of resource materials on a variety of topics.

Trains, supervises and evaluates the work of clerical and other staff as assigned.

Coordinates staff in other College and District units on special and regular projects.

Plans project timelines, required staff support, outcomes and deliverables.

Composes correspondence, survey responses, memoranda, brochures, training materials, handbooks and other reference materials as assigned.

Sets up and maintains confidential and other documentation and files.

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

Knowledge of the policies and procedures applicable to a major District or College administrative unit.

Knowledge of the techniques used in research.

Skill in using a variety of spreadsheet, presentation and other computer software.

Skill in project and event planning, staffing, implementation and evaluation.

Skill in directing and evaluating the work of others.

Skill in handling confidential records and public contact.

Skill in multitasking with attention to details.

Skill in communicating respectfully and sensitively with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA backgrounds.

Skill in oral communication, including public speaking.

Skill in written communication.

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.

Preferred Qualifications

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.

Open Date

10 / 25 / 2024

First Review Date

11 / 25 / 2024

Close Date

Open Until Filled : Yes

Special Instructions Summary

Prior to employment, the selected candidate will be required to complete the following :

Submit official transcripts (applies to all faculty or educational administrative positions).

Submit verifications of prior employment.

Satisfactory references.

Successfully being cleared for employment through the background checking process.

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.

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Salary : $91,344 - $116,712

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