107 applicants

Company

Original Job Post

San Mateo County Community College District · 4 days ago

Administrative Assistant

San Mateo, CA

Full-time

Onsite

Mid Level

$79K/yr - $79K/yr

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EducationHigher Education

Culture & Values

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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

Qualification

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Clerical ExperienceOffice ProceduresData CompilationProblem-SolvingCultural CompetenceTeamwork

Required

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