Executive Assistant to the President

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San Mateo County Community College District

Location: Redwood City, California
Category: Executive-President and Chancellor
Date Posted: September 12, 2024

Job Description

Posting Number

20141872S

Position Title

Executive Assistant to the President

Location

Cañada College

Department

President's Office CAÑ (DEPT)

Position Number

3C0194

Percentage of Full Time

100%

FLSA

Non-Exempt (accrues overtime)

Months per Year

12

Min Salary

$108,300 (annual)

Max Salary

$138,312 (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 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 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

Cañada College is part of the San Mateo County Community College District and is designated as both a Hispanic Serving Institution (HSI) and an Asian American and Native American Pacific Islander Serving Institution (AANAPISI), enrolling approximately 10,000 students each academic year. Cañada College has a diverse student population that reflects the communities that it serves. For more than 50 years, Cañada College has provided enriching educational opportunities for the residents of San Mateo County. With the support and guidance from award-winning faculty and staff, residents can pursue certificates and degrees for career training or for transfer to four-year colleges and universities. Located in the heart of Silicon Valley, Cañada College offers hundreds of day, evening, and weekend courses in more than 40 quality instructional programs with a variety of innovative student support services. Detailed information about the student population, including data related to student success, can be found on Cañada Colleges 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

Under the direction of the College President, the Executive Assistant to the President performs specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. The Executive Assistant to the President will resolve problems and make independent decisions with minimum supervision. The Executive Assistant to the President exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the Presidents 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 provide support for the Presidents Office. Public contact is extensive, and involves Governing Board members, the Chancellors Office, 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 is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. The Executive Assistant to the President may 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.

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, working with and developing contracts with vendors, 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 conference and 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

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

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

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.

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

09/04/2024

First Review Date

10/03/2024

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 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/

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 Districts (SMCCCD) 2022 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 2022 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 2022 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2022 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. The report includes information about criminal activity on our campuses, emergency procedures and resources.

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