Job Description

Administrative Assistant III - Community Education Canvass Form

Job Type: Full-time
Location: Indian Valley Campus (Novato) - In Person, CA

Description

PRIORITY SCREENING DATE: October 13, 2025
Open Until Filled
Incomplete applications will not be accepted.
All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the College until the position is filled. This position performs its duties primarily on the IVC Campus in Novato with occasional travel to the Kentfield Campus, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

COMMITMENT TO DIVERSITY

College of Marin is committed to cultivating a proactively supportive, inclusive, and accountable environment where equity, equity-mindedness, anti-racism, and social justice are valued, centered, and practiced. Our mission is to employ qualified administrators, faculty, and staff who are dedicated to student success and committed to an inclusive, anti-racist campus culture that demonstrates sensitivity to and respect for a diverse population. We serve a county population of approximately 250,000 residents.

Based on Fall 2024 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment with Hispanic/Latinx (36% of enrollment), Asian (7%), Black/African American (3%), White (44%), and Multi-racial (7%) students. The high-quality education and training at the College are made possible by our faculty and staff who are committed to excellence. As of Fall 2024, COM's workforce includes Hispanic/Latinx (17%), Asian (7%), Black/African American (5%), White (57%), and Multi-racial (3%) employees.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

POSITION OVERVIEW

Under the direction of Director of Community Education; perform a variety of specialized and complex clerical, and administrative duties that support the administrator with administrative and clerical details; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator and department or division.

Essential Functions

• Perform a variety of specialized and complex clerical and administrative duties to support the administrator of administrative and clerical details; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office programs and activities; coordinate flow of communications and information for the administrator and department or division.
• Serve as the primary assistant to the administrator; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; respond to requests, complaints and questions, representing the administrator by phone and written communication; schedule and arrange appointments, conferences, meetings, workshops, events and other activities.
• Interface with visitors, including administrators, staff, faculty, students and the public; provide assistance or direct to appropriate staff; evaluate and exercise independent judgment in resolving various issues and conflicts; refer difficult issues to the administrator; interpret and provide technical information concerning division or department operations and related processes, standards, requirements, time lines, laws, rules, regulations, policies and procedures.
• Serve as a liaison and coordinate department or division communications between the administrator and office, and other departments, outside agencies and others regarding division or department activities; provide input to the administrator concerning administrative time lines and priorities; assist the administrator with coordinating department or division personnel, projects and activities.
• Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.
• Coordinate and attend various conferences and meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings, conferences and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed; prepare summaries of actions taken as required.
• Compile information and prepare and maintain a variety of narrative and statistical summaries, records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and Federal agencies in accordance with established time lines and requirements as assigned.
• Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for and update accounts with income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare, evaluate and revise accounting and budgetary data; maintain, balance and reconcile assigned accounts and budgets.
• Compose and type, independently or from oral instructions, notes or rough drafts, a variety of materials such as inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, course outlines, publications and proposals; compose and type official correspondence, website and notices as assigned.
• Develop, implement and execute special projects/surveys; prepare various forms and reports on behalf of the administrator; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements; process and respond to special requests.
• Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, reports and documents as required; assure accuracy of input and output data.
• Receive, sort and distribute departmental mail, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
• Review, revise, edit, format and proofread a variety of complex documents and information; review, revise and update college catalogs and curriculum materials as required; receive and transcribe correspondence and reports as assigned.
• Maintain appointment and activity schedules and calendars; make travel and other arrangements for conferences and events; reserve facilities for meetings and other events as needed; compile information for master schedules or event calendars as assigned.
• Train and provide work direction and guidance to student assistants; provide input concerning the selection of employees as needed.
• Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to requests and verify data, documents and information as needed; establish, maintain and develop partnerships with outside agencies in support of assigned services and activities as required.
• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.

Other Duties:

Perform related duties as assigned.

Requirements & Desirables

REQUIREMENTS

1. An Associate's and/or Vocational School Degree with study in job related area and four (4) years of related experience, or
2. Any combination of education and training equivalent to four (4) years of college-level coursework from an accredited institution in a related field and two (2) years of responsible experience working in higher education; and
3. Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds, disabilities and learning styles of community college students and staff.

KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills)

KNOWLEDGE OF:

• Terminology, practices and procedures of assigned office
• Department or division organization, operations, policies and objectives
• Policies and objectives of assigned programs and activities
• Applicable laws, codes, regulations, policies and procedures
• Modern office practices, procedures and equipment
• Record-keeping and filing techniques
• Business letter and report writing, editing and proofreading
• Methods, procedures and terminology used in clerical accounting work
• Telephone techniques and etiquette
• College standards and requirements related to assigned department or division and activities
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Interpersonal skills using tact, patience and courtesy
• Operation of a computer and assigned software
• Oral and written communication skills
• Record retrieval and storage systems
• Basic public relations techniques
• Mathematic calculations

ABILITY TO:

• Perform a variety of specialized and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical details
• Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator
• Assure smooth and efficient office operations
• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
• Perform a variety of clerical accounting duties in support of assigned activities
• Type or input data at an acceptable rate of speed
• Understand and resolve issues, complaints or problems
• Answer telephones and greet the public courteously
• Complete work with many interruptions
• Compile and prepare comprehensive reports concerning a broad spectrum of subject matter
• Compose effective correspondence independently
• Maintain a variety of records, logs and files
• Utilize a computer to input data, maintain automated records and generate computerized reports
• Establish and maintain cooperative and effective working relationships with others
• Meet schedules and time lines
• Work independently with little direction
• Communicate effectively both orally and in writing
• Determine appropriate action within clearly defined guidelines
• Add, subtract, multiply and divide with speed and accuracy