Administrative Assistant

San Mateo County Community College District

1. Exchanges information with college staff and others regarding college and district services, as well as to provide and/or interpret operating policies, and procedures
2. Serves as liaison between various division and department staff, other college offices and district departments for a variety of procedures or issues
3. Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
4. Sets up and maintains a complex management calendar
5. 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
6. 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
7. 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
8. Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas or with minimal guidance or direction
9. 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
10. 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
11. 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
12. 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
13. 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
14. Prepares purchase requisitions and completes electronic supply orders
15. Compiles items and materials for meeting agendas
16. Proofreads documents and publications
17. Takes and transcribes meeting notes as assigned
18. Sorts and distributes administrative unit mail as needed and coordinates bulk mailings
19. Performs other related duties as assigned

• 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

1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems and computer applications
2. Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
3. Skill in use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
4. Skill in respectful, tactful and sensitive interactions with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds
5. Skill in project and event planning
6. Skill in oral communication, including public speaking and giving clear and concise instructions
7. Skill in written communication
8. Skill in training and leading the work of others
9. Skill in organizing data, setting up, tracking and maintaining data in electronic and manual files
10. Ability to coordinate, anticipate, and resolve workload issues and problems
11. Ability to work effectively as part of a customer service team

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.

About San Mateo County Community College District

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.”

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