Executive Assistant (Board Clerk)
San Mateo County Community College District
Chancellor's Office DIST (DEPT)
Percentage of Full Time:
Non-Exempt (accrues overtime)
Months per Year:
If other, please specify:
Who We Are:
The San Mateo County Community College District is committed to achieving educational equity for all students. As outlined in the Districts Strategic Plan, success, equity, and social justice for our students are longstanding goals. The Districts 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:
The San Mateo County Community College District is home to Caada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions enrolling approximately 33,000 students each academic year. San Mateo County Community College District 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 the San Mateo County Community College Districts Educational Services & Planning 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.
Under direction of the Chancellor (or his designee), the Executive Assistant (Board Clerk) serves as the principal administrative support staff from the Chancellor to the Board of Trustees. The Executive Assistant performs difficult and specialized clerical and administrative support, including serving as recorder for the Board of Trustees and serving as a liaison between the Chancellor, Board of Trustees, administration, faculty, staff, and the community. There is an expectation that the Executive Assistant will resolve problems and make independent decisions with moderate supervision. The Executive Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support from the Chancellor for the Board of Trustees, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions. Public contact is extensive, and involves Governing Board members, College and District employees and members of the public 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, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time.
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.
The duties of the Executive Assistant involve a high degree of accuracy, confidentiality, discretion, and independent judgment. The duties include:
1. Ensure timely submission of materials for meetings of the Board of Trustees; this can include creating board reports as well as collecting, proofreading, and editing reports prepared by other staff
2. Prepare agendas for meetings of the Board of Trustees, based on direction of the Board, Chancellor (or designee), and submission of agenda titles by others
3. Assemble all materials for meetings of the Board of Trustees into a board packet
4. Assure publishing, posting, mailing, and other known legal requirements for Board agendas and meeting notices are met. Using standard software, publish and distribute the agenda and board packet for meetings
5. Attend all Board of Trustees regular, special and emergency meetings and study sessions, typically held outside of regular working hours (i.e. evening/late evenings)
6. Take notes at meetings and prepare minutes that accurately reflect discussions and actions taken by the Board, in association with video recordings of meetings; After approval of minutes by the Board, post minutes and meeting videos on the District website
7. Oversee archival of minutes and materials for the Board of Trustees as they are permanent records of the Districts actions
8. Possess a working knowledge of and be able to interpret the Brown Act, Education Code, Government Code and other laws, regulations and requirements relating to Board processes and procedures
9. Prepare all necessary activities and materials for all Board meetings, and coordinate activities during meetings to ensure successful meeting processes, including, but not limited to managing video recording activities during meetings, performing public announcements (i.e. roll calls, announcing speakers, etc.)
10. Provide comprehensive administrative support for other executives as assigned by the Chancellor (or designee), including, but not limited to scheduling, materials preparation, project and/or event coordination, financial/budget monitoring and compliance, etc.
11. Attend educational classes, seminars, and other training programs in order to increase knowledge and stay current with technology and information on District-related subjects
12. Assist in revisions to Board Policies and Procedures prior to adoption by Board of Trustees
13. Maintain Board of Trustees section(s) of the District website
14. Coordinate comprehensive travel arrangements and prepare and oversee documentation for travel and other requests; prepare comprehensive expense reports for members of the Board of Trustees
15. Make room arrangements and arrange catering for meetings of the Board of Trustees and Chancellor (or designees) as directed
16. At the direction of the Chancellor (or designee), prepare information of a confidential nature, including responses from the Board of Trustees on grievances and legal matters and a variety of other documents
17. Respond to and assist the Chancellor and Board of Trustees in resolving difficult and sensitive inquiries, complaints. and requests for information and assistance
18. Screen calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
19. Monitor budgets for Board of Trustees and make recommendations regarding expenditures and allocations; prepare requisitions and purchase orders and complete electronic supply orders
20. Perform other related duties as assigned
Graduation from high school and college courses in business administration, office administration, or a closely related field (associate degree or higher preferred) 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, cultural, disability, gender identity, sexual orientation, and ethnic 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
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.
Equivalence to Minimum Qualifications:
Knowledge, Skills and Abilities:
1. Knowledge of office organizational procedures including workflow, current office equipment, supplies, file systems and computer applications
2. Well organized and task-oriented, with skills 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 and video recording platforms (such as Zoom)
4. Skill in respectful, tactful, confidential and sensitive interaction with people who are diverse in their cultures, language groups and abilities
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 encouraging 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-oriented team
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.
First Review Date:
Open Until Filled:
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 applicants cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicants 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
Web Page: www.smccd.edu/hr
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.
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.
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 Districts (SMCCCD) 2020 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 2020 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 2020 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2020 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.
To apply, visit: https://jobs.smccd.edu/