THE POSITION:
Under the direction of the Marin COE Administrative Agent Senior Coordinator, or their Designee, the Coordinator is a hands-on point person who expertly and independently provides project management and technical support on a wide variety of daily operational activities, with a concentration on contracts management, coordination of Request for Proposals (RFP), project support to human resources, and office management support. The Coordinator provides executive-level administrative support to key operational activities and leads project planning, organizing, and tracking for contracts and special projects, while collaborating with other members of the Administrative Agent team within a dynamic environment that is customer service focused. A successful candidate exercises good problem solving and judgment in a variety of situations, demonstrates strong written and verbal communication, engages project management and organizational skills, and maintains a realistic balance among multiple priorities with the ability to easily pivot, while contributing to the Administrative Agent in support of the CCEE. In this capacity, the Coordinator may supervise one or more Administrative Agent staff.
SALARY: Starting Salary $112,229*

• Moving to $115,596 on July 1, 2023; with a 5% step increase annually thereafter. Additional contract details provided during the interview process.

BENEFITS: Comprehensive benefit package (including participation in medical, dental, and vision plans) and paid sick leave. Membership in social security and the Public Employees Retirement System (PERS) is required (members of the California State Teachers Retirement System (STRS) may elect to remain in CalSTRS).
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Any one position may not include all of the listed duties, nor do all of the listed examples include all tasks, which may be found in positions within this class. Job descriptions are written as a representative list of the ADA (Americans with Disabilities Act) essential duties performed by the entire job classification.
PROJECT MANAGEMENT:
Independently manages special assignments, project timelines, and project specific tasks
Manages contract lifecycle activity that involves planning, drafting, tracking, recording, and reporting
Coordinates and oversees the process and project timeline for Request for Proposal (RFP) activities
In collaboration with Senior Coordinator, designs working templates, reviews and prepares reports,
revises policies and procedures, and contributes to system workflows to enhance work efficiencies
In collaboration with Senior Coordinator and the Fiscal Director, contributes to the development and refining of operations documents, forms, and procedures
Works in partnership with Human Resources staff to assist with the coordination and implementing of key activities such as recruitment, employee log-in credentials, employee calendar and leaves reporting, benefits and general administrative support as needed
Manages the employee self-service portal (Dashboard) with regular review and content updates, including system support for CCEE and Administrative Agent staff
Assists with financial system activities with requisition initiation and requisition approvals for both CCEE and Administrative Agent
Conducts research using various resources including internet, archive files, and legislative references to inform and prepare reports, summaries, and updates to the Senior Coordinator and CCEE Liaison
OPERATIONS MANAGEMENT:
Serves as the link between the Administrative Agent team, the CCEE, internal and external partners
Serves as an information resource to the Administrative Agent team in determining appropriate work
methods and processes to ensure compliance with organizational standards and procedures
Serves as a technical resource to the Administrative Agent team on uses of specialty software and tools
including Google workspace, Monday.com, OneNote, Adobe forms, etc.
Provides leadership support in activities that promote a positive employee relations environment
Identifies current operational activities and provides feedback and suggestions for improvements
Provides support to fiscal activities that may include, compiling data for budget/program reporting; and
monitoring the status of budget/accounts in coordination with the Fiscal Director
Performs and/or coordinates the completion of special projects as assigned
Provides cross-departmental administrative support to the Administrative Agent team taking on
necessary support functions as needed
COMMUNICATIONS/LOGISTICS:
Actively manages recurring internal meetings by calendaring, communicating with team members, preparing agendas, capture and dissemination of meeting minutes, and following up on action items on behalf of the Senior Coordinator and CCEE Liaison as necessary
Communicates directly, and on behalf of the Administrative Agent, with CCEE staff and external partners on matters related to contracts and other matters as directed
Collaborates with other team members on the analysis of issues and problem solving and the development of action plans and appropriate communications on effective solutions
Types and/or drafts reports, memoranda, correspondence, presentations, e-mails, agendas, contract requests and other documents often of a highly sensitive and confidential nature
Builds and maintains strong relationships through regular meeting participation and communications
Collaborates and communicates with other Administrative Agent team members to organize,
implement, and maintain electronic filing systems pursuant to organizational standards
Provides support with proofreading and content editing on a wide variety of forms, documents and
other materials for accuracy, completeness and compliance with organizational standards and policies
Compiles, prepares, proofs, and enters data for budgets, reports, and other materials as needed
Performs other duties as assigned requiring essentially the same effort, skill and responsibilities
MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
Any combination of education, training and/or experience which demonstrates ability to perform the duties as described. Bachelor's degree or equivalent in a business-related field, preferred. At least three years experience in office management, or other professional business experience required. Experience in a County Office of Education or school district preferred.
KNOWLEDGE OF:
Basic office administrative and management practices and procedures
Principles and practices of effective supervision and people management
Understanding of general human resources functions and best practices
Project management strategies and application
Principles and practices of sound business communication; correct English usage, including spelling,
grammar, and punctuation
Ability to read and apply public agency rules, policies, regulations, and procedures
Advanced uses of word processing, spreadsheet, database and other standard software to create
complex documents and materials requiring the interpretation and manipulation of data
Basic research techniques, methods and procedures
Computer proficiency in Outlook, Word, Excel, PowerPoint, Zoom, Google Doc's, Dropbox
SKILLS AND ABILITY:
Effective project management planning, and organizational skills
Understand, interpret, explain and apply operations procedures applicable to areas of assigned
responsibility
Conduct and manage multiple and rapidly changing priorities calmly and efficiently
Effectively plan, organize, coordinate, supervise and oversee the operations and activities of assigned
administrative agent support staff as directed
Work effectively under pressure and enjoys working in a fast-paced environment
Define issues and problem solve by analyzing issues and creating plans of action
Organize, research and maintain complex and confidential office files
Prepare clear, accurate and concise records and reports
Communicate effectively both orally and in writing
Strong team collaborator with a focus on a professional and personalized customer service approach
Establish and maintain effective working relationships with CCEE, Marin COE and external partners
Utilize initiative and judgement in sound decision making
Navigate sensitive and difficult situations with integrity
Maintain a high level of confidentiality
Strong adaptability skills
Meet schedules and timelines
Work independently with little direction
Detail-oriented
Understanding, empathetic and relatable
Meet the occasional travel requirements of the position
Operate standard business office equipment and software
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
Hearing and speaking to exchange information and make presentations
Dexterity of hands and fingers to operate a computer keyboard
Driving a vehicle to conduct work
Seeing to conduct inspection of data
Occasional lifting or carrying up to 25 lbs
Occasional climbing, balancing, pushing, pulling, stooping, kneeling, and crouching
Significant fine-finger dexterity
Generally, the job requires 80% sitting, 5% walking, and 15% standing
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee:
Regularly works in inside environmental conditions with:

• minimal temperature variations,
• a generally hazard-free environment,
• a clean atmosphere

Frequently works with a video display terminal for prolonged periods
The noise level is typical of an open office work environment with background noise of telephones and
conversations
Works under stressful conditions with interruptions and shifting demands
CERTIFICATES/CREDENTIALS/LICENSES - Valid California driver's license required
CONDITION OF EMPLOYMENT:
Employees are required to submit to a Department of Justice background check and provide proof of freedom from tuberculosis and vaccination of Measles and COVID-19.
TO APPLY:
Complete the EdJoin application (www.edjoin.org) and attach the following documents:
Letter of Introduction (must be specific to the Coordinator position)
Current resume
APPLICATION DEADLINE: Application deadline is June 30th; reviews to begin immediately after posting
SELECTION PROCEDURES: The multilevel selection process may consist of assessment activities, an application screening process, interviews for eligibility list placement, reference checks and presentations. Those candidates with the most relevant and suitable background will be invited to participate in the process.
In compliance with the Immigration Control and Reform Act of 1986, the California Collaborative for Educational Excellence/ Marin County Office of Education requires all new employees to produce certain documents to verify their identity and right to work in the United States. Such documents may include, among others, U.S. Passport, Birth Certificate, Valid Driver's License, and Social Security Card.
The California Collaborative for Educational Excellence/ Marin County Office of Education prohibits discrimination against and/or harassment of employees and job applicants on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation in any of its policies, procedures or practices in compliance with Title VI of the Civil Rights Act, Title VII of the Civil Rights Act, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act, the California Fair Employment and Housing Act, and the Age Discrimination Act of 1975.
To apply: https://www.edjoin.org/Home/DistrictJobPosting/1795080
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