Posting Number: 20141377S Department: Instruction CSM (DEPT) Location: College of San Mateo Position Number: 4C0388 Percentage of Full Time: 100% FLSA: Non-Exempt (accrues overtime) Months per Year: 12 If other, please specify: Salary Range: Note: Min Salary: $68,580 (annual) Max Salary: $87,504 (annual) Position Type: Classified Positions
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: College of San Mateo is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 13,000 students each academic year. College of San Mateo has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on College of San Mateos Office of Planning, Research and Institutional Effectiveness (PRIE) website.
The President has called for the college community to be student-focused in our return to campus and always find a way to get to 'yes' as one team to better serve our communities. We have recognized the need to do more and we recognize that we are stronger together. To learn more about CSMs antiracism and justice-centered efforts, please read our Solidarity Statement.
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 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.
The Position: Under the supervision of the Vice President of Instruction, the Instructional Support Assistant performs complex and specialized clerical and administrative support for senior administrative staff with an expectation of resolving problems and making independent decisions with minimum supervision. The Instructional Support Assistant analyzes data; provides financial, curricular, operational, and other reporting as required; performs a variety of technical and administrative duties in an instructional support capacity, including assisting with the campus' master schedule and curriculum; assisting the Curriculum and Instructional Systems Specialist with a variety of duties, such as data entry in various software programs, the preparation of correspondence and minutes, the review and preparation of reports and spreadsheets; and other duties as assigned. The Instructional Support Assistant works closely with College deans, faculty, Admissions and Records personnel, academic department support staff, Student Services personnel, and other CSM staff to coordinate and perform Instruction Office-related functions and projects. Independently analyzes and recommends procedural changes in the implementation of instructional functions. Public contact is extensive and involves 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 are required to resolve many minor and occasional major problems that arise. Consequences of errors in judgment could be costly in public relations, staff, and employee time. The Instructional Support Assistant can train and lead the work of 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.
Analyzes data; provides financial, curricular, operational, and other reporting as required; uses independent judgment; and provides support for the Vice President of Instruction Office
Prepares specialized reports, requiring research and analysis
Assists in coordinating the submission of backup documentation for audit purposes
Independently organizes and performs complex technical data management duties, including entering, modifying, and retrieving online data
Assists with class scheduling for website publication and hard copy, and verifies scheduling data adheres to enrollment management guidelines and audit requirements
Interprets college policies and procedures pertaining to various projects and duties as assigned, including the master schedule development process
Analyzes and recommends modifications to database management policy and procedures, and researches and recommends innovative processes or procedures for improving efficiency and automating processes for various Vice President of Instruction Office responsibilities and projects
Prepares and provides charts, graphs, and reports on enrollment patterns for campus decision-making in enrollment management
Takes initiative and independently plans, organizes, coordinates, and performs work in various situations in which numerous and diverse demands are involved and adheres to stringent time deadlines while assuring the accuracy of detailed information
Using standard software applications, composes and prepares correspondence, memoranda, agendas, meeting minutes, forms, publicity materials, report narratives, spreadsheets, handbooks, and other materials from original ideas or with general instruction
Communicates effectively both verbally and in writing
Exchanges information with college administrators, staff, faculty, the general public, and others regarding a variety of policies, timelines, required forms, and other information
Works collaboratively and professionally with staff and administration in the Vice President of Instruction Office
Participates in administrative, curricular, and/or college-wide committees; 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
Assists with general office duties including screening calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
Assists in setting up and maintaining a complex management calendar
Assists in performing administrative unit financial duties, including purchasing items for special events and completing electronic supply orders
Performs other related duties and special projects, as assigned
Possession of a Bachelors degree from an accredited college or university, preferably in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
Two (2) years of technical or administrative experience
Demonstrated ability to multi-task, perform very detailed work, prioritize workloads, and work independently
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 use of a variety of computer software to compose and prepare correspondence, spreadsheets, forms, reports, presentations, and other written materials and experience with maintenance of electronic and manual files and records
Experience with researching, compiling, and analyzing data for preparing statistical, financial, and other reports
Demonstrated skill in oral and written communication
Demonstrated ability to establish and maintain effective working relationships within and outside the work group
Physical Requirements: This position 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. This position also requires working at a computer and desk for extended periods of time. Peak periods will require extended work hours.
Equivalence to Minimum Qualifications:
Knowledge, Skills and Abilities:
Skill in compiling, analyzing, and presenting data and writing reports
Knowledge of office organizational procedures including workflow, current office equipment, supplies, file systems, and computer applications
Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
Skill in use of the Microsoft Office Suite, Adobe Creative Suite, and web-based content management systems
Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting curriculum
Skill in respectful, tactful, and sensitive interaction with people who are diverse in their cultures, language groups, and abilities
Skill in oral and written communication
Skill in organizing data, setting up, tracking and maintaining data in electronic and manual files
Ability to coordinate, anticipate, and resolve workload issues and problems
Ability to work effectively as part of a administrative office team
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.
Open Date: 07/25/2022 First Review Date: 08/15/2022 Close Date: Open Until Filled: Yes
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 Fax: (650) 574-6574 Web Page: https://smccd.edu/humanresources/
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.
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.
Accommodations: Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form
Annual Security Report: San Mateo County Community College Districts (SMCCCD) 2021 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 2021 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 2021 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2021 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. The report includes information about criminal activity on our campuses, emergency procedures and resources.
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.”