Office Specialist, 80% - Dental Hygiene

Cabrillo-College; California (MO); On-site; USD 38,000 - 44,000; Part time

Benefits offered by this job

Medical Insurance

CalPERS Retirement

Employee Assistance Program

Job summary

Cabrillo College is seeking a Part-time Office Specialist in the Dental Hygiene department. The role supports student services with routine to complex administrative duties, data entry, appointment scheduling, and payments processing. The position requires strong customer service and familiarity with HIPAA and district procedures.

The 80% (32 hours/week) assignment runs 10 months per year, with a schedule that may include evenings and weekends. Benefits are provided for classified staff.

Qualifications

• Experience providing customer service in a front desk or office setting.
• Ability to perform data entry and maintain accurate records.
• Familiarity with scheduling and payment processing.
• Knowledge of HIPAA regulations.

Responsibilities

• Provides customer service at the front desk and responds to inquiries.
• Inputs and researches student or customer information in computer systems.
• Schedules and cancels appointments and maintains calendars for staff and rooms.
• Processes payments for permits, fees, fines, and sales and balances cash drawers.
• Maintains and extracts data reports from multiple data sources for analysis.
• Drafts and formats documents, schedules, and correspondence with accuracy.

Skills

Customer service

Data entry

Scheduling

Cash handling

Education

High school diploma or GED

Tools

Microsoft Office

Job description

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population, promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is a Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

Part-time 80% (32 hours per week) 10 months per year Office Specialist - Dental Hygiene performs routine to complex administrative support in an assigned department requiring the application of department-specific knowledge; provides customer service to students and the public; performs complex department-specific data entry and appointment scheduling, and maintains tracking systems, reports, records and files required for work processes; accepts payments and distributes permits and vouchers following established guidelines; and performs related duties as assigned.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 10,500+ students per term. As of the 2025 Academic Year, 71% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (49%), Multi Ethnic (20%), Asian (1%), Black Non-Hispanic (<1%), Filipino (<1%), American Indian/Alaskan Native(<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

Starting Salary Range: $3,381 to $3,914 per month; plus 5% annual increases up to step 7; maximum initial salary step placement on the classified salary schedule is step 4. Part-time (80%, 32 hours per week) assignment, 10 months per year. Monday through Thursday, 8:00 a.m. - 5:00 p.m. with evenings and weekends as required. Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and, as such, contribute 8% of their monthly salary to CalPERS on a pre-tax basis.

Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. This salary range has been prorated here to accurately reflect this 80% Part-Time (32 hours per week, 10 months) assignment. The total displayed salary is the monthly salary.

Cabrillo is unable to sponsor work visas.

Benefits:

Our comprehensive benefits package includes medical, dental, life, short- and long-term, and vision (optional) insurance provided at a share of cost on a pre-tax basis, CalPERS Retirement, and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

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.

• Performs customer service and program/department operational duties; answers student or customer questions regarding policies, procedures, programs and services including clarification of program enrollment requirements and department processes and procedures; responds to questions and complaints at a public counter, over the phone or via email or text.
• Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening for program or service; assists with the preparation and submission of applications, forms and documentation; verifies accuracy of information with third parties; sends reports and correspondence to students or customers.
• Schedules and cancels appointments and testing; sets up, maintains and posts department and staff calendars and room reservation calendars for internal and external groups and events.
• Collects and processes a variety of payments for permits, fees, fines and sales; safeguards student and customer privacy; balances and reconciles cash drawers and prepares daily cash reports and deposits; may distribute and audit vouchers following established guidelines.
• Tracks and enters/scans complex student, departmental and financial data into appropriate systems; maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District data and prepares for submission or reporting.
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with District and department requirements.
• Makes meeting and event arrangements including typing and distributing agendas, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visual equipment; coordinates other meeting logistics.
• May organize patient charts; review patient documentation for accuracy; assure all HIPAA regulations are followed by students in front office.

OTHER DUTIES

• 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.
• Maintains and updates divisional web pages, social media and online calendar.
• Assists with the training and oversight of student, work release and volunteer workers; monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.
• Provides backup for other departments or division office administrative support staff.
• Maintains office supply inventory.
• 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:

• 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 high school or GED equivalent AND two (2) years of clerical support experience preferably involving frequent public or student contact OR
• An equivalent combination of training and experience.

PLEASE NOTE: Additional education may be substituted for the experience on a year-for-year basis up to two (2) years.

Desirable:

• Bilingual skills in English/Spanish
• Biliterate skills in English/Spanish

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment including knowledge of computers and applicable software programs.
• Department services, program goals, objectives, policies, procedures and practices.
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District general accounting systems operations, practices and procedures applicable to assignment.
• District rules, policies and procedures applicable to departmental and division operations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Applicable sections of the California Education Code, Title V and other applicable laws.
• The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student records.
• HIPAA regulations as they pertain to patient information and medical records.

Skills and Abilities to:

• Provide customer service in person and over the phone.
• Oversee and participate in the daily administrative operations of a program or department front desk.
• Review applications and forms for completeness and accuracy.
• Type accurately at a speed necessary to meet the requirements of the position.
• Track and report statistical and financial information utilizing complex spreadsheets and databases.
• Perform mathematical calculations.
• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential student issues and situations.
• Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.
• Maintain confidentiality of District and student files and records.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• 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.

Questions? Concerns? Please contact HR, as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email and can also be accessed through your application profile.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes). Cabrillo is an E-Verify employer.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations

Persons with disabilities who