Administrative Assistant - Planning and Institutional Effectiveness

Cabrillo College; California; On-site; USD 57,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Retirement benefits

Paid time off

Job summary

Cabrillo College is seeking an Administrative Assistant to support the offices of Research, Planning, Institutional Effectiveness and Grants. This full-time role coordinates institutional research requests, assists with college planning processes, and maintains administrative systems to keep offices running smoothly.

The ideal candidate will be detail-oriented, organized, and collaborative, comfortable working with data and technology, and committed to fostering an inclusive campus environment.

Qualifications

• Requires an associate degree and at least two years of administrative support experience in an academic setting.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel and data tracking.
• Ability to manage multiple tasks and maintain confidential information.

Responsibilities

• Provide administrative support to the Dean, Director, or department head for Planning, Research, and Grants.
• Maintain calendars, coordinate meetings, and prepare minutes and agendas.
• Generate and track institutional research data and reports for compliance and planning.
• Assist with hiring processes and payroll administration at the division level.

Skills

Effective communication

Clear writing

Data tracking

Budgeting support

Interpersonal skills

Education

Associate degree

Tools

Excel

Job description

Ready to make a meaningful impact?

At Cabrillo College, we believe that changing the world starts with supporting our students. We are looking for passionate individuals to join our team and strengthen a campus ecosystem where every role contributes to student success. As a member of our classified staff, you will join a vibrant community of professionals and educators working together to foster a collaborative culture and a welcoming environment. If you value professional growth, operational excellence, and helping our students achieve their aspirational goals, we need YOU at Cabrillo!

Commitment to Diversity, Equity, and Inclusion

Cabrillo College is deeply committed to fostering an inclusive environment that values high‑level, innovative instruction and equity‑minded support services. As of the 2025 Academic Year, 71% of Cabrillo students belong to minoritized populations, identifying as Latinx (49%), Multi‑Ethnic (20%), Asian (1%), Black Non‑Hispanic (<1%), Filipino (<1%), American Indian/Alaskan Native (<1%), and Pacific Islander (<1%). Designated as a Hispanic‑Serving Institution (HSI) in 2006, Cabrillo has a strong commitment to the educational attainment and economic well‑being of our surrounding community.

We are seeking a detail‑oriented, organized, and collaborative Administrative Assistant to support the offices of Research, Planning, Institutional Effectiveness, and Grants. This position plays an important role in coordinating institutional research requests, supporting college planning and participatory governance processes, and maintaining administrative systems that keep both offices running smoothly. The ideal candidate is adaptable, comfortable working with data and technology, and committed to supporting an inclusive and equitable campus environment. This is a full‑time, twelve (12) months per year position.

COMPENSATION AND BENEFITS:

Salary & Schedule:

• Starting Salary Range: $5,137- $5,947/month (initial placement up to Step 4 on the classified salary schedule. 5% annual increases up to Step 7)

• Assignment Details: Full‑time (40 hrs/week), 12 months/year. Monday–Friday, 8:00 a.m. – 5:00 p.m., with occasional evenings and weekends.

• Start Date: As soon as possible, pending Governing Board ratification. Start‑date salary is subject to proration. Cabrillo College is unable to sponsor work visas.

Benefits & Retirement:

• Comprehensive Benefits: Medical, dental, life, short‑and long‑term life insurance, disability, and optional vision coverage (shared‑cost, pre‑tax), plus an Employee Assistance Program (EAP). Details are available on the Benefits webpage.

• CalPERS Retirement: Mandatory participation for classified staff with an 8% pre‑tax employee contribution.

Paid Time Off & Incentives:

• Vacation: 12 days accrued annually (increases up to 20 days at 10 years of service).

• Sick Leave: 12 days accrued annually (up to 7 days convertible to Personal Necessity leave).

• Holidays: 22 paid holidays per year.

• Longevity & Growth: 5% annual longevity stipend after 10 years (increases to 15% at 20 years), plus access to professional growth educational incentives.

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 administrative support to an administrative Dean, Director, or department head (supporting the operations of Planning, Research, Institutional Effectiveness and the Grants Office); acts as liaison in coordinating calendar and matters between the manager’s office and other departments, divisions, students and other constituents; represents the department over the phone, in person and online; provides information and assistance regarding various District programs, schedules, procedures and requirements 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 actions to resolve issues.
• 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 (such as institutional research reports, strategic planning documents, program planning materials, and grant‑related correspondence); proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents routed for signature are accurate and complete; drafts materials for submission to the Governing Board and committees.
• Creates and maintains tracking systems, spreadsheets and small databases (for institutional surveys, student course evaluations, coordination and tracking of program planning cycles, and other research‑related data collection); independently performs research for staff on specific student/department issues and programs (assisting with the coordination and tracking of institutional research requests); ensures programs and services meet funding guidelines and data tracking requirements, and generates performance reports for District and grant compliance (such as Perkins reporting and other grant‑related data tracking).
• Prepares or reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures and funding source requirements; monitors division/department funding sources and budget usage and prepares requests for budget transfers; responds to requests for additional information from division‑level financial support staff; assists with ordering equipment and materials; coordinates full‑ and part‑time staff and faculty payroll administrative processes at the division level.
• Maintains and coordinates a variety of administrator, division and/or department calendars; makes meeting arrangements including preparing and posting agendas and notices and planning meeting logistics; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes follow‑up documentation; may provide administrative support for a committee (such as the Institutional Effectiveness Committee, participatory governance councils, and college planning workgroups).
• Coordinates administrative processes for department hiring for faculty, staff, student employees, and independent contractor positions, including submitting and tracking requisitions, assisting the selection committee with materials, and scheduling and preparing contracts/hiring paperwork; tracks time off and other personnel actions.
• Organizes, maintains, and updates specialized and technical files, documents, and records (such as the Governance Handbook, strategic planning documents, program planning records, and participatory governance committee documentation); creates and maintains electronic and physical filing systems.
• 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 diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.

OTHER DUTIES

• Tracks, maintains, and oversees renewal of a variety of program, facilities, equipment, and software contracts and licenses (particularly those supporting institutional research, survey administration, and departmental operations).
• Maintains and updates divisional web pages, social media, and online calendar (publishing and updating institutional research resources, planning documents, governance information, and other departmental website content).
• Represents the District and/or department on a variety of internal and external committees; liaises with community agencies, business/industry, local government, local high schools, other colleges and academic institutions.
• Provides backup for associated support staff.
• Performs related duties as assigned.

EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• An understanding of, and sensitivity to, the diverse academic, socio‑economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty, and staff; and
• Graduation from an associate degree program, and
• At least two years of journey‑level administrative support experience preferably in an academic setting; or
• An equivalent combination of training and experience. Additional experience may be substituted for the education on a year‑for‑year basis up to two years.

Desirable

• Experience working in a community college setting and knowledge of institutional processes, such as program planning and participatory governance.
• Experience with data collection and data entry.
• Experience using survey software, such as SurveyMonkey or Qualtrics.
• Proficiency in Microsoft Excel or similar spreadsheet software for organizing and maintaining data.
• Experience updating webpages using content management systems, with familiarity with web accessibility practices.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
• General principles, practices and techniques used in customer service, public relations and community outreach.
• Division and department goals, objectives, policies, procedures and practices applicable to area of assignment.
• District rules, policies and procedures applicable to departmental and division operations.
• Basic research methods and analysis techniques.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures applicable to assignment.
• District policies, procedures, and rules regarding budgeting, purchasing, and expense reporting.
• Basic grants administration methods and practices.
• Applicable federal, state and local laws, rules and regulations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.
• Safety policies and work practices applicable to the work being performed.
• Basic principles and practices of employee work guidance and direction.
• Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

• Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Compose clear, concise, and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Perform mathematical calculations; assist in monitoring departmental budgets.
• Assess work problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
• Set priorities and exercise sound judgment within areas of responsibility.
• Understand, interpret, explain, and apply applicable laws, codes, regulations, policies, and procedures.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships.
• Uphold the District’s mission, values, and objectives, including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect, and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS

A valid California driver’s license or ability to access and use alternative transportation.

All application materials must be received by 11:59 pm on the closing date indicated above.

Equal Opportunity Statement

Cabrillo College is an equal opportunity employer dedicated to building an inclusive workforce, and welcomes applications from all qualified individuals regardless of protected status under federal, state, or local law.

Questions? Concerns?

Contact HR at [e-mail] or [phone]. Departments, divisions, and committee members cannot discuss active recruitments.