Job Details

Campus: Caada College

FLSA Status: Non-Exempt

Salary Schedule: 60

Bargaining Unit: CSEA

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

The Administrative Assistant performs difficult and specialized clerical and administrative support for senior administrative staff with an expectation of resolving problems and making independent decisions with minimum supervision.

Job Summary

The Administrative Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for administrative unit, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions.

Duties And Responsibilities

• Exchanges information with college staff and others regarding college and district services, as well as to provide and/or interpret operating policies, and procedures
• Serves as liaison between various division and department staff, other college offices and district departments for a variety of procedures or issues
• 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
• 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
• Attends meetings and other events to obtain and provide current information, as well as to meet with management and other staff to plan projects and workloads
• Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files, including educational and faculty schedules, class schedules, budget and financial records, confidential student demographic data, and other information
• Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas or with minimal guidance or direction
• Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes and to design and/or to update an area web site
• 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
• 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
• Performs administrative unit budget maintenance, including assisting and providing coordination with budget development, processing budget transfers and expenditure journals, and serving as a resource for managers in providing budget coding assistance
• Prepares purchase requisitions and completes electronic supply orders
• Compiles items and materials for meeting agendas
• Proofreads documents and publications
• Takes and transcribes meeting notes as assigned
• Sorts and distributes administrative unit mail as needed and coordinates bulk mailings
• Performs other related duties as assigned

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
• Use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
• Respectful, tactful, and sensitive interactions with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
• Project and event planning
• Oral communication, including public speaking and giving clear and concise instructions
• Written communication
• Training and leading the work of others
• Organizing data, setting up, tracking, and maintaining data in electronic and manual files

Ability To

• Coordinate, anticipate, and resolve workload issues and problems
• Work effectively as part of a customer service team

Job Requirements

• Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
• 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 multitasking, prioritizing workloads, and working independently
• Demonstrated skill in working as part of a customer service team

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.

EEO Statement

San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.