Temporary Instructional Administrative Assistant

TEMPORARY Instructional Administrative Assistant

Salary: $29.03 - $35.71 Hourly
Location: Districtwide, CA
Job Type: Temporary
Division: DO District Office
Job Number: -T
Closing:

General Purpose

Under general supervision, performs advanced administrative support to an instructional Dean; inputs, maintains, tracks and edits department class schedules and faculty loads; creates and maintains documents, reports, records and files required for work processes; performs research and complex scheduling and calendaring; facilitates course and faculty evaluation processes; staffs committees, takes and posts agendas and minutes; coordinates event logistics; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
•  Provides clerical and administrative support to an instructional Dean; using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete.
•  Screens and responds independently to phone calls, correspondence and email inquiries regarding a variety of department matters; acts as liaison in coordinating calendars and matters between the Dean's office and other departments, divisions, educational and industry partners and vendors; represents the department in important interactions with depart ment constituencies over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends action to resolve issues.
•  Generates, aggregates and analyzes, for dean and department chair review, a variety of class schedule reports for the upcoming academic year and instructional periods using specialized class scheduling software; integrates multiple factors which may include expected enrollments, classroom times and space, availability of full- and part-time faculty within budgets, lecture/lab requirements, availability of prerequisites and other course configuration variables to draft schedules for Dean and department Chair review; receives and verifies scheduling information from the Dean and incorporates appropriate changes; ensures accuracy of schedules, adequate enrollments, instructor workload and payroll data.
•  Calculates full and adjunct faculty load and office hours and obtains signatures for load contracts; prepares, reconciles and maintains the department faculty payroll, including auditing time logs, calculating sick leave and monitoring faculty and adjunct faculty hours for compliance with contracts and over load rules; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing.
•  Coordinates administrative processes for staff and faculty hiring including submitting academic requisitions, assisting the selection committee with materials and scheduling and preparing hiring paperwork; prepares and maintains confidential personnel records and files; coordinates paperwork and tracking of sabbatical and other paid leaves.
•  Coordinates the faculty evaluation process for tenured and adjunct faculty following established processes and procedures; creates and maintains sensitive tracking spreadsheets and personnel files; creates lists and notifies faculty to be evaluated; coordinates committee meetings, timelines, observations and documenta tion distribution and collection; coordinates the distribution and collection of student surveys; routes evaluations for signature.
•  Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
•  Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; assists in ordering textbooks, equipment and materials; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for manage ment review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
•  Maintains and coordinates the Dean's and a variety of departmental calendars; makes meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to a committee; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies and audio-visual equipment; handles other meeting logistics.
•  Provides administrative, logistical and technical support to faculty; independently performs research for faculty on specific student/department issues and programs and resolves routine issues; assists with ordering textbooks, equipment and materials.
•  May provide day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
•  Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District. OTHER DUTIES
•  May receive, issue receipts for and prepare deposits of payments associated with division programs and services such as auto shop repair payments.
•  Provides backup for other departments or division office administrative support staff.
•  Interacts with other Colleges, departments and with state and federal programs on behalf of the department/program or a student.
•  May assist with priority registration of students such as cohorts of students from a variety of instructional modes.
•  Orders and replenishes an inventory of office materials and supplies.
•  Performs related duties as assigned.
Employment Standards / Minimum Qualifications

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
•  Modern office practices, procedures and equipment including computers and applicable software programs.
•  General principles, practices and techniques used in customer service, public relations and community outreach.
•  Department services, program goals, objectives, policies, procedures and practices.
•  Rules, policies, procedures and operating practices applicable to class scheduling, calculating faculty loads and contracts, facilities scheduling and related functions.
•  District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
•  District payroll and general accounting system operations, practices and procedures.
•  Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
•  College and District organization, rules, policies and procedures applicable to departmental and division operations.
•  District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
•  Applicable sections of the California Education Code and other applicable laws.
•  Safety policies and safe work practices applicable to the assignment.
•  Basic principles and practices of employee work guidance and direction.
•  Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collec tive bargaining agreements.
•  Uses and operations of scanners, phone systems, computers, standard business software, and data base and spreadsheet applications. When Assigned to Allied Health:
•  HIPAA regulations as they pertain to client information and medical records. Skills and Abilities to:
•  Assign and review the work of assigned staff.
•  Communicate information accurately and effectively; comprehend requests for information or assist ance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
•  Compile and maintain accurate class schedules and room charts for an academic department, utilizing and integrating information provided by deans, faculty and others.
•  Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presen tations and other written materials from brief instructions.
•  Type accurately at a speed necessary to meet the requirements of the position click apply for full job details