TEMPORARY Instructional Administrative Assistant

The Chronicle Of Higher Education, Inc.; Fresno (CA); On-site; USD 40,914 - 50,323; Full time

Job summary

The Chronicle Of Higher Education, Inc. is seeking a Temporary Instructional Administrative Assistant at Clovis Community College, CA.

The role provides high-level administrative support to the instructional Dean, handling class schedules, faculty loads, documents, reports, and coordination of events and meetings. Responsibilities include managing calendars, preparing minutes, processing payments, and supporting budget variance reporting.

Qualifications

• Knowledge of modern office practices, equipment and software.
• Payroll and general accounting practices.
• Communication skills; document composition; data management.
• Confidentiality and equity-minded service; professional interactions.
• Ability to work under deadlines and manage multiple tasks.

Responsibilities

• Provide advanced administrative support to a Dean; manage schedules, records and reports.
• Screen calls, coordinate calendars, liaise with departments and vendors.
• Generate and analyze class schedule reports for the upcoming year.
• Prepare load contracts and manage payroll processes, auditing time logs and leave.
• Coordinate staff/faculty hiring, maintain confidential personnel records.

Skills

Office practices

Scheduling

Communication

Confidentiality

Deadline-driven

Education

High school diploma or GED + 4+ years experience

Associate degree preferred

Tools

Scheduling software

Spreadsheets

Databases

Job description

Overview

TEMPORARY Instructional Administrative Assistant — Salary: $29.70 - $36.53 Hourly; Location: Clovis Community College, CA; Job Type: Temporary; Division: CCC Physical & Computational Sciences & Distance Education Division; Job Number: 202600105 -T.

General purpose: Under general supervision, provides advanced administrative support to an instructional Dean; handles class schedules, faculty loads, documentation, reports, records and files; conducts scheduling and calendaring, supports course and faculty evaluation processes, staffs committees, posts agendas and minutes, coordinates event logistics, and performs related duties as assigned.

Responsibilities

• Provide clerical and administrative support to an instructional Dean; compose, type and proofread memoranda, correspondence, reports, contracts, presentations, spreadsheets and other documents; ensure materials are accurate, complete and compliant with District standards.
• Screen and respond to phone calls, correspondence and email inquiries; coordinate calendars and matters between the Dean’s office and other departments, divisions, partners and vendors; represent the department in interactions with stakeholders; resolve issues with tact and independent judgment.
• Generate, aggregate and analyze class schedule reports for the upcoming academic year using scheduling software; draft schedules considering enrollments, room availability, faculty workload, budgets and course variables; verify and update scheduling information for accuracy.
• Calculate faculty loads, office hours and prepare load contracts; manage department payroll processes, including auditing time logs and leave; ensure funding codes and billing are accurate.
• Coordinate staff and faculty hiring processes, prepare confidential personnel records, and track sabbatical and other leaves.
• Coordinate faculty evaluation processes, maintain tracking materials and notify faculty; organize meetings, timelines, observations and document distribution.
• Maintain confidential files and records; organize electronic and physical filing systems.
• Create and maintain spreadsheets and databases; process payments and purchase orders; assist with ordering textbooks, equipment and materials; review travel and conference expense forms and prepare budget variance reports.
• Maintain and coordinate calendars for the Dean and departments; arrange meetings, prepare and distribute agendas and supporting documents; take and transcribe minutes; coordinate event logistics and vendor communications.
• Provide administrative and technical support to faculty; perform research on specific issues and assist with ordering materials.
• Possibly provide day-to-day lead work guidance to staff and student aides; assign, schedule and monitor work; provide information and training on procedures.
• Demonstrate sensitivity to historically minoritized groups and participate in development to promote equity-minded practices.

Other Duties

• May assist with division program payments and deposits; provide backup for other offices; interact with other Colleges and programs on behalf of the department.
• Assist with priority registration for diverse student cohorts and maintain inventory of office supplies.

Minimum Qualifications

Knowledge, Skills and Abilities

• Knowledge of modern office practices, equipment and software; customer service and public relations principles; department services, policies and scheduling practices.
• Understanding of payroll and general accounting practices; data interpretation and recordkeeping; budgeting and travel/expense processes.
• Communication skills; ability to compose clear documents; typing and data management abilities; complex spreadsheet/database reporting; budget monitoring and policy adherence.
• Confidentiality, equity-minded service, and ability to interact professionally with diverse stakeholders; ability to follow laws, codes and procedures; problem solving and prioritization abilities; ability to work under deadlines.

Education and Experience

Graduation from high school or GED with at least four years of progressively responsible clerical support experience; at least one year in an instructional support setting in a college or university; or an equivalent combination. An associate’s degree is preferred.

Licenses, Certificates and Other Requirements

Certain assignments may require a California driver’s license and ability to maintain insurability under the District’s vehicle insurance program.

Physical and Mental Demands

Physical: Regularly sit, speak, hear, and use hands for standard office tasks; occasionally lift up to 25 pounds. Vision: close vision and focus adjustment. Mental: manage written and oral communications, data interpretation, problem solving, attention to detail, and multiple concurrent tasks under deadlines; interact with managers, staff, the public and students, including potentially upset individuals.

Working Environment

Office-based with typical conditions; may travel to other locations and accommodate schedule changes and overtime as needed.