Position TitleDivision Assistant (Science, Math, and Technology)
DepartmentSciences / Math / Technology SKY (DEPT)
Percentage of Full Time100%
FLSANon-Exempt (accrues overtime)
Months per Year12
Min Salary$62,868 (annual)
Max Salary$80,220 (annual)
Position TypeClassified Positions
Who We Are
The San Mateo County Community 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 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
Skyline College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 16,000 students each academic year. Skyline College 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 Skyline College’s Office of Planning, Research and Institutional Effectiveness (PRIE) 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.
The Division Assistant performs complex and detailed clerical and administrative support for Division Administrators with an expectation of resolving problems and making independent decisions with minimum supervision. Under direction, the Division Assistant initiates, implements, and coordinates office procedures and timelines, while exercising independent judgment, in order to complete major projects and provide support for Division programs and services. The Division Assistant is responsible for the modification and maintenance of the Division schedule, serving as a resource to Division administrators, faculty, staff and students, while adhering to campus guidelines and timelines. The Division Assistant provides organizational support on budget maintenance and reconciliation. The Division Assistant works closely with the budget office to follow proper accounting procedures. 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 and employee time. Division Assistants can train and lead the work of other clerical staff, and can direct the work of 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 staff and others regarding division services, as well as to provide and/or interpret operating policies, and procedures
2. Serves as liaison between various division and department staff and 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 division 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 successfully implement division office operations
7. Modifies and maintains the division course schedule, adheres to the production timeline, and ensures schedule entry accuracy. Verifies scheduling content to align with catalog and curriculum updates as directed. Reviews accuracy of and enters workload assignment
8. 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, and other information
9. Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas with minimal guidance or direction
10. Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, and agendas and meeting minutes and to update an area website
11. Trains and leads the work of other division support staff, including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures
12. 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
13. Researches, compiles, and maintains data for statistical, financial and other reports, class schedules, brochures, grant applications, contracts, special projects, correspondence, surveys, presentations, and division programs and services, including tracking faculty schedules and workload changes
14. Coordinates the collection of required documentation for instructional related audits for compliance on items, such as TBA hours, materials fees, open enrollment, positive attendance, course syllabi, and faculty contracts
15. Reviews new hire paperwork for adjunct faculty, short term employees and student assistants for completeness. Prepares personnel requisition and action forms
16. Troubleshoots and resolves class scheduling problems
17. Performs administrative organizational budget maintenance and review, including grant expense reporting; processing budget transfers and expenditure journals, and serving as the division resource in providing budget coding assistance
18. Prepares purchase requisitions and completes electronic supply orders
19. Compiles items and materials for meeting agendas
20. Takes and transcribes meeting notes as assigned
21. Sorts and distributes division mail as needed and coordinates bulk mailings
22. Performs other related duties as assigned
• A combination of education and experience equivalent to graduation from high school and college courses 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, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff
• Experience with the organization, implementation and maintenance of forms, electronic and manual files and records
• 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
Knowledge, Skills and Abilities
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 Microsoft Office Suite and web-based content management systems
4. Skill in respectful, tactful and sensitive interactions with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds
5. Skill in project and event planning
6. Skill in oral communication, including public speaking
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
This classification requires manual dexterity; use of a keyboard, mouse and computer for extended periods of time; pulling, pushing, reaching; and moving items of light to moderate weight in order to perform the essential functions.
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 Date01/28/2020
Open Until FilledYes
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 applicant’s 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 applicant’s 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
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 District’s (SMCCCD) 2019 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 2019 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 2019 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2019 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.