Division Administrative Assistant

Salary: $68,820.00 - $87,876.00 Annually
Location : Fremont Campus
Job Type: Full-Time
Job Number:
Division: Language, Communication, and Deaf Studies
Opening Date: 05/05/2025
Closing Date: 5/27/:59 PM Pacific
Bargaining Unit: California School Employees Association (CSEA)

Ideal Candidate Statement

The ideal candidate is someone who can manage the day-to-day operations of the academic division, while supporting the particular needs of the Dean, faculty, staff, and students on any given day. This includes course scheduling, hiring and payroll forms processing, and budget requisitions and tracking. They need to be efficient, organized, and able to multi-task. They need to be resourceful, be a good problem solver, and appreciate working as a part of a team. The ideal candidate will enjoy interacting with students, members of the public, and colleagues. Accuracy and the ability to meet deadlines are keys to success in this position.
Position Description
Under general supervision, a Division Administrative Assistant supports anAcademic Dean by performing complex and detailed clerical work, including but not limited to: calendar management; time keeping functions; development of communications; budget administration; assistance with developing the division's class schedule; and ensuring compliance with a variety of District policies and procedures. The Division Administrative Assistant ensures that faculty personnel actions follow collective bargaining agreements and District policies. A high degree of independent judgement and creativity is required to resolve many minor and occasional major problems that arise.

Duties and Responsibilities

1. Complete important duties as the primary and confidential assistant to the supervising manager, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office, division, and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information; maintain up-to-date files of syllabi and course outlines for faculty and the administrator.
   
   1. Create and edit full-time and adjunct faculty contracts as assigned; as directed, be involved in tasks such as: creating faculty workloads, creating class schedules, calculating clock and contact hours, generating room assignments; assist in accounting for faculty release time, substitutions and stipends as required; input information into an assigned database; process section cancellations as required; process newly-hired faculty; verify and submit contracts to faculty for approval.
   1. Ensure that full-time and adjunct faculty are assigned appropriate teaching loads and that overloads are paid accordingly; track adjunct faculty workloads to comply with the Education Code.
   1. Modify and maintain the division course schedule, adheres to the production timeline and ensures schedule entry accuracy; enter changes to sections and section cancellations into Colleague; coordinate with Curriculum and Scheduling Office to track changes made to sections; verifies scheduling content to align with catalog and curriculum updates as directed; reviews accuracy of and enters workload assignments.
   1. Assist the manager in processing stipends, release time, and pay for substitutes.
   1. Track adjunct and full-time faculty evaluation cycles to ensure compliance with the appropriate bargaining unit contract.
   1. If applicable, assist the Academic Dean with the process of tracking the evaluation progress, incompliance with the bargaining unit contract, to assist the Dean in making recommendations for rehire preference of adjunct faculty to the appropriate Vice President.
   1. Process timesheets, payroll, stipends, and other compensatory functions; oversee student worker time in an assigned software system; generate, maintain, update and submit required compensation documents to appropriate personnel in accordance with College policies and procedures.
   1. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within Federal and/or State requirements; initiate budget transfers as directed; if assigned, maintain District credit cards; review charges and prepare invoices and reimbursement forms; serve as the Division resource in providing budget coding assistance.
   1. Process program eligibility and registration as assigned by the position; generate reports and registration status and input into an assigned database; explain and interpret eligibility requirements; verify recruitment areas, eligibility, and transfer status of potential applicants; prepare, maintain and submit a variety of logs and reports as relating to student eligibility status and progress as required.
   1. Conduct research to develop correspondence, memoranda, and other communications as assigned by the supervising manager.
   1. Organize the supervising manager's calendar as requested to arrange and confirm meetings, screen requests for appointments, confirm travel plans, confirm conference arrangements, develop itineraries and prepare other related documents.
   1. Assist with the implementation of new technology as required.
   1. Organize a variety of events, including but not limited to: staff meetings, special events, and trainings.
   1. Screen and route calls and electronic messages, visitors and mail; respond to inquiries from students, staff, faculty, and outside agencies regarding division and department functions; direct individuals to services and organizations as appropriate.
   1. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College's students, faculty, staff, and community.
   1. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
   1. Review new hire paperwork for adjunct faculty, short term employees, and student assistants for completeness. Prepares Personnel Action Forms and Minimum Qualifications forms to route for signatures.
   1. Train and lead the work of other Division support staff including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures.
   1. Prepare purchase requisitions either paper or electronic based on established purchasing guidelines.
   1. Update the division websites and other program/department websites under the Division; assist other departments within the Division in updating their websites and other online platforms and sites.
   1. Coordinate with Curriculum and Scheduling the entry of program, department, and division events and activities in the master calendar system.
   1. Perform related duties as assigned.

Knowledge Of

• District policies and procedures related to divisions and departments;
• Collective bargaining agreements;
• General office software and equipment;
• Enterprise Resource Planning (ERP) software;
• Data reporting software;
• Time keeping software and/or practices;
• Event Management Software (EMS);
• Information Administrative Software.

Skill To

• Apply knowledge of District policies related to the area of responsibility and understanding of the relevant collective bargaining agreements to assist with communications and help ensure that personnel actions comply with those agreements;
• Provide information and respond to basic inquiries on behalf of the supervising manager; refer visitors to appropriate personnel;
• Use ERP software to enter data, track finances review budgets, submit purchase requisitions, and process invoices for payment;
• Use time-keeping software and/or practices to track timesheets and requests for use of paid time off;
• Use event management software to reserve campus spaces on behalf of divisions and departments;
• Use data reporting software to produce reports;
• Use general office software and equipment to develop meeting agendas, coordinate meetings, take and transcribe meeting minutes, aggregate data, communicate with District employees and visitors;
• Organize, track, and maintain data in electronic and manual files.

Ability To

• In all interactions, exhibit sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college employees, students, and visitors;
• Effectively relieve the supervising manager of routine administrative duties;
• Effectively prioritize assignments and meet deadlines;
• Take accurate meeting minutes;
• Ensure the accuracy of data that is entered into appropriate databases;
• File documents accurately and appropriately;
• Communicate effectively, orally and in writing;
• Develop and maintain effective working relationships with others;
• Coordinate, anticipate, and resolve faculty workload issues.

Minimum Qualifications
Any combination equivalent to: a Highschool diploma and/or 3 years of higher-level work experience providing administrative support;
AND
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural . click apply for full job details