Job Description

Posting Number 20141872S

Position Title Executive Assistant to the President

Location Cañada College

Department President's Office CAÑ (DEPT)

Position Number 3C0194

Percentage of Full Time 100%

FLSA Non-Exempt (accrues overtime)

Months per Year 12

Min Salary $108,300 (annual)

Max Salary $138,312 (annual)

Position Type Classified Positions

Who are we

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 our commitment to provide quality education and promote life-long learning — 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 San Mateo County Community College District team, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice. We achieve this through broad collaboration among faculty and classified staff, administration, students and community partners.

The College and the District

Cañada College is part of the San Mateo County Community College District and is designated as both a Hispanic Serving Institution (HSI) and an Asian American and Native American Pacific Islander Serving Institution (AANAPISI), enrolling approximately 10,000 students each academic year. Cañada College has a diverse student population that reflects the communities that it serves. For more than 50 years, Cañada College has provided enriching educational opportunities for the residents of San Mateo County. With the support and guidance from award-winning faculty and staff, residents can pursue certificates and degrees for career training or for transfer to four-year colleges and universities. Located in the heart of Silicon Valley, Cañada College offers hundreds of day, evening, and weekend courses in more than 40 quality instructional programs with a variety of innovative student support services. Detailed information about the student population, including data related to student success, can be found on Cañada College’s Office of Planning, Research, Innovation, & Effectiveness (PRIE)website.

Who We Want

We value the ability to serve students from a broad range of academic, socioeconomic, cultural, disability, gender identity, sexual orientation, racial and ethnic backgrounds. We prioritize applicants who demonstrate an understanding of the benefits that diversity brings to a professional educational community. The successful candidate will be an equity-minded individual who is committed to collaborating with faculty, classified staff, administration, students and community partners in strengthening the culture of equity and antiracism throughout the District. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping students achieve their educational goals.

The Position

Under the direction of the College President, the Executive Assistant to the President performs specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. The Executive Assistant to the President will resolve problems and make independent decisions with minimum supervision. The Executive Assistant to the President exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the President’s Office, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. The employee initiates, implements, and coordinates other staff workloads and timelines in order to complete major projects and provide support for the President’s Office. Public contact is extensive, and involves Governing Board members, the Chancellor’s Office, 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 is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. The Executive Assistant to the President may lead the work of other clerical staff, volunteers, and student assistants as assigned.Under the direction of the College President, the Executive Assistant to the President performs specialized clerical and administrative support, including coordinating a wide variety of complex projects and assignments. The Executive Assistant to the President will resolve problems and make independent decisions with minimum supervision. The Executive Assistant to the President exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for the President’s Office, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. The employee initiates, implements, and coordinates other staff workloads and timelines in order to complete major projects and provide support for the President’s Office. Public contact is extensive, and involves Governing Board members, the Chancellor’s Office, 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 is required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. The Executive Assistant to the President may lead the work of other clerical staff, volunteers, and student assistants as assigned.

Duties and Responsibilities 

1. Works cooperatively with the College President to carry out the District’s mission, vision, and goals by assisting and overseeing preparation of strategic planning agendas, minutes, and other materials
2. Takes initiative to compose correspondence on matters not requiring personal responses of the College President and responds to various surveys; prepares information of a confidential nature, including responses from the College President on grievances and legal matters, preparation of administrative and staff evaluations, and a variety of other documents
3. Responds to and assists the College President in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance
4. Screens mail for crucial and confidential matters requiring the College President’s immediate attention or requiring the referral to other appropriate administrative staff
5. Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
6. Sets up and maintains a complex management calendar for the College President, including maintenance of appointment schedules, and making arrangements for special meetings, conferences, and workshops
7. Coordinates comprehensive travel arrangements and prepares and oversees documentation for travel and other requests and reimbursements for the College President
8. 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, working with and developing contracts with vendors, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned
9. Coordinates, compiles, organizes, prepares, and oversees the production of agendas, minutes, meeting materials, calendars, and other materials; maintains official records of agendas and minutes
10. Serves as a liaison for the College President with the community and staff, including maintenance of the appropriate District informational websites
11. Uses standard software applications to compose and prepare calendars, correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas, and meeting minutes and to design and/or update an area website
12. Uses a database and a variety of spreadsheets and other computer software to set up, track, and maintain a wide variety of data and files
13. 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
14. Monitors budgets for College President and makes recommendations regarding expenditures and allocations; prepares purchase requisitions and completes electronic supply orders; prepares appropriate conference and expense reports for the College President
15. Plans, organizes, coordinates, and directs office workflow and makes workload assignments in the President’s Office, including ensuring that timelines are met, assigning projects, and supervising employee production
16. Prepares agendas, calendars, and meeting materials for meetings
17. Works with Human Resources to schedule second interview schedules for faculty and administrative staff and for positions reporting directly to the College President
18. 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
19. 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
20. Proofreads documents and publications
21. Performs other related duties as assigned

Minimum Qualifications

• • A combination of education and experience equivalent to possession of an Associate’s degree in business administration, office administration, or a closely related field
  • 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 multi-tasking, prioritizing workloads, and working independently
  • Demonstrated skill in working as part of a customer service team

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