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Division Assistant

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San Mateo County Community College District
Location: San Bruno, California
Category: Admin-Other Administrative Positions
Posting Date: 07/20/2023
Application Deadline: Open until filled

Job Description

Posting Number

20141600S

Position Title

Division Assistant

Location

Skyline College

Department

Strategic Partnerships and Workforce Development

Position Number

2C0298

Percentage of Full Time

100%

FLSA

Non-Exempt (accrues overtime)

Months per Year

Min Salary

$77,052 (annual)

Max Salary

$98,304 (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 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 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 team at San Mateo County Community College District, 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, classified staff, administration, students and community partners.

The College and the District

Skyline College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 16,000 students each academic year. Skyline College has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on Skyline College’s Office of Planning, Research and Institutional Effectiveness (PRIE) website.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position

The Division Assistant performs complex and detailed clerical and administrative support for Division Administrators with an expectation of resolving problems and making independent decisions with minimum supervision. Under direction, the Division Assistant initiates, implements and coordinates office procedures and timelines, while exercising independent judgment, in order to complete major projects and provide support for Division programs and services. The Division Assistant is responsible for the modification and maintenance of the Division schedule, serving as a resource to Division administrators, faculty, staff and students, while adhering to campus guidelines and timelines. The Division Assistant provides organizational support on budget maintenance and reconciliation. The Division Assistant works closely with the budget office to follow proper accounting procedures. Public contact is extensive, and involves 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 are required to resolve many minor and occasional major problems that arise. Consequences of errors in judgment could be costly in public relations and employee time. Division Assistants can train and lead the work of other clerical staff, and can direct the work of 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.

Exchanges information with college staff and others regarding division services, as well as to provide and/or interpret operating policies, and procedures
Serves as liaison between various division and department staff and 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 various complex management calendars
Plans and coordinates division 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 successfully implement division office operations
Modifies and maintains the division course schedule, adheres to the production timeline and ensures schedule entry accuracy. Verifies scheduling content to align with catalog and curriculum updates as directed. Reviews accuracy of and enters workload assignment
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, and other information
Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas with minimal guidance or direction
Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, and agendas and meeting minutes and to update an area website
Trains and leads the work of other Division support staff, including recommending timelines, reviewing completed work, and guiding 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, compiles, and maintains data for statistical, financial and other reports, class schedules, brochures, grant applications, contracts, special projects, correspondence, surveys, presentations, and division programs and services, including tracking faculty schedules and workload changes
Coordinates the collection of required documentation for instructional related audits for compliance on items, such as TBA hours, materials fees, open enrollment, positive attendance, course syllabi, and faculty contracts
Reviews new hire paperwork for adjunct faculty, short term employees, and student assistants for completeness. Prepares personnel requisition and action forms
Troubleshoots and resolves class scheduling problems
Performs administrative organizational budget maintenance and review, including grant expense reporting, processing budget transfers and expenditure journals, and serving as the Division resource in providing budget coding assistance
Prepares purchase requisitions and completes electronic supply orders
Compiles items and materials for meeting agendas
Takes and transcribes meeting notes as assigned
Sorts and distributes division mail as needed and coordinates bulk mailings
Performs other related duties as assigned

Minimum Qualifications

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, implementation and maintenance of forms, electronic and manual files and records
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 and web-based content management systems
Skill in respectful, tactful 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

07/12/2023

First Review Date

08/10/2023

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 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.

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 District’s (SMCCCD) 2021 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 2021 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 2021 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2021 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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