TEMPORARY Instructional Administrative Assistant

State Center Community College District; Fresno (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

State Center Community College District seeks an experienced administrative professional to support an instructional Dean with class schedules, faculty loads, and related records. You will input, track, and edit schedules and assist with course evaluations.

The role includes staffing committees, posting agendas and minutes, coordinating events, and interfacing with other colleges and state programs while handling sensitive information with discretion.

Qualifications

• Graduation from high school or GED equivalent.
• Four years of progressively responsible clerical support experience.
• At least one year in an instructional support setting in a college or university.
• Associate degree preferred.

Responsibilities

• Input, maintain, track and edit department class schedules and faculty loads.
• Create and maintain documents, reports, records and files required for work processes.
• Perform research and complex scheduling and calendaring.
• Facilitate course and faculty evaluation processes; staff committees and post agendas/minutes.
• Coordinate event logistics and provide backup for other departments as needed.

Skills

Schedule management

Communication skills

Office software

Problem solving

Confidentiality

Education

High school diploma or GED

Associate degree preferred

Job description

Under general supervision, performsadvanced 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.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.

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.

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 collective bargaining agreements.
• Uses and operations of scanners, phone systems, computers, standard business software, and database 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 assistance; 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, presentations and other written materials from brief instructions.
• Type accurately at a speed necessary to meet the requirements of the position.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Perform mathematical, load and lecture hour equivalent calculations; assist in monitoring departmental budgets.
• Analyze 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.
• Maintain confidentiality of District and student files and records.
• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Represent the District effectively in dealing with students, college and elected officials and the public.
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential staff, faculty and/or student issues and situations.
• Establish and maintain effective working relationships with all those encountered in the course of work.

Education and Experience

Graduation from high school or GED equivalent and at least four years of progressively responsible clerical support experience, at least one year of which was in an instructional support setting in a university or college; or an equivalent combination of training and experience.

An associate's degree is preferred.

Licenses, Certificates and Other Requirements

A valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program may be required for certain assignments.

Physical and Mental Demands

Physical Demands

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with constant interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work, some of whom may be upset, angry and confrontational.

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work under typical office conditions, and the noise level is usually quiet. The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

Only the most qualified applicants will be invited to interview for the assignment.

Hours: Monday - Friday 8:00AM - 5:00PM

Monday, Friday: Fresno City College

Tuesday, Wednesday, Thursday: Madera Community College