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Division Assistant

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Please see Special Instructions for more details.

Required application materials, including the cover letter, will be screened on the basis of Requirements and 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.

Posting Details

Position Information

Posting Number 2014475S
Position Title Division Assistant
Location College of San Mateo
Department Kinesiology / Athletics / Dance CSM (DEPT)
Position Number 4C0363
Percentage of Full Time 100%
FLSA Non-Exempt (accrues overtime)
Months per Year 12
If other, please specify
Min Salary $56,196 (annual)
Max Salary $71,844 (annual)
Position Type Classified Positions

Posting Text

General Statement

San Mateo County Community College District values the principles of diversity and equity. We provide our students with a rich and dynamic learning community that embraces differences, emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become critical thinkers and socially responsible leaders.

Reporting to the Dean of Kinesiology/Athletics/Dance, this is complex clerical work involved in providing major logistical and operational support for a multi-faceted division, often including responsibility for office management and division budget maintenance. Under direction, the employee initiates, implements, and coordinates office procedures and timelines in order to provide support for various division services, including athletic teams. Public contact is extensive, and involves college and District faculty and other staff, students, vendors, other educational institutions, business and community representatives, regulatory and governmental agencies for the purpose of exchanging policy and procedural information. Division Assistants may direct, as assigned, the work of Office Assistants and 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.

1. Exchanges information with college and District faculty, staff, contractors, vendors, the general public, other educational institutions, outside agencies, businesses, and organizations regarding division services, operating policies, and procedures

2. Serves as liaison between division staff and other college and District offices for a variety of operational, logistical, program, and other procedures

3. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to make appropriate referrals

4. Sets up and maintains a management calendar

5. Attends meetings and other events to obtain and provide current information

6. Coordinates divisional events such as athletic schedules, transportation requests, facilities charts, and inputs class schedule

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, student athlete eligibility, budget and financial records, proprietary student demographics, and other information

8. Researches, compiles, creates, and maintains data for statistical, financial, and other reports, catalogs and brochures, grant applications, contracts, special projects, correspondence, surveys, presentations, agenda materials, division programs and services, and other uses

9. Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas or with general instruction

10. Compiles items and materials for meeting agendas; takes and transcribes meeting notes as assigned; plans, creates, and implements new and modified office forms and procedures in conjunction with management and other staff

11. As assigned, trains and directs the work of clerical staff, volunteers, and student assistants

12. 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

• Extensive public contact experience with people of diverse cultures, language groups and abilities

• Experience with the organization and maintenance of electronic and manual files and records

• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently

• Experience with the use of a variety of computer software to compose and prepare correspondence, complex forms, reports, presentations, memoranda and other written materials

• Experience with directing the work of others

• Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports

• Demonstrated skill in working as part of a customer service team

Knowledge, Skills and Abilities

1. Knowledge of office organizational procedures including workflow, 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 a variety of computer software to prepare correspondence, memoranda, reports, presentations, and other written materials

4. Skill in respectful, tactful and sensitive interaction with people who are diverse in their cultures, language groups and abilities

5. Skill in oral communication, including public speaking

6. Skill in written communication

7. Skill in office workload planning, anticipation, and resolution of problems and workflow modification

8. Skill in directing the work of others

9. Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files

Physical Requirements

This classification requires manual dexterity; the use of a keyboard and mouse for extended periods of time; pulling, pushing, reaching; moving items of light to moderate weight; and listening/comprehension of a variety of directional formats in order to perform the essential functions.

Preferred Qualifications
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.

Posting Detail Information

Open Date 08/16/2017
First Review Date 09/14/2017
Close Date
Open Until Filled Yes
Special Instructions Summary

Required application materials, including the cover letter, will be screened on the basis of Requirements and 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.

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.
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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.

Accomodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report

San Mateo County Community College District’s (SMCCCD) 2016 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 2016 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 2016 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2016 Annual Security Report is now available at http://www.smccd.edu/publicsafety/2016%20SMCCCD%20Annual%20Security%20Report.pdf. 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 (Cañada College (650) 306-3420, College of San Mateo (650) 574-6415 and Skyline College (650) 738-4199).

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • District Employee
    • District Employment Site
    • CCC Registry
    • HigherEdJobs.com
    • Chronicle of Higher Education
    • ACCCA
    • HERC
    • EdJoin.com
    • Indeed.com
    • Other
    • LinkedIn
    • Facebook or Twitter
  2. * Have you graduated from high school and taken college courses in business administration, office administration, or a closely related field OR can you demonstrate an equivalent combination of education and experience?
    • Yes
    • No
  3. * Do you have extensive public contact experience with people of diverse cultures, language groups and abilities?
    • Yes
    • No
  4. * Do you have experience with the organization and maintenance of electronic and manual files and records?
    • Yes
    • No
  5. * Can you demonstrate experience using a variety of computer software to compose and prepare correspondence, complex forms, reports, presentations, memoranda and other written materials?
    • Yes
    • No
  6. * Do you have experience directing the work of others?
    • Yes
    • No
  7. * Do you have experience with research and compiling data for, formatting, and preparing statistical, financial and other reports?
    • Yes
    • No
  8. * Can you demonstrate skill in multitasking, prioritizing workloads, and working both independently as well as part of a customer service team?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Other Document 1
  2. Other Document 2
  3. Other Document 3