TEMPORARY Instructional Administrative Assistant

Inside Higher Ed; Reedley (CA); On-site; USD 40,914 - 50,323; Part time

Job summary

An educational institution in Reedley, CA seeks a Temporary Instructional Administrative Assistant to provide administrative support to an instructional Dean. This role requires proficiency in office practices, a strong background in customer service, and excellent communication skills. Key responsibilities include coordinating schedules, managing faculty evaluations, and maintaining accurate records. Ideal candidates have four years of clerical experience, including one year in an instructional support setting. Competitive salary between $29.70 and $36.53 hourly, with potential for overtime.

Qualifications

• Four years of clerical support experience, including one year in an instructional support setting.
• Ability to manage multiple tasks and meet deadlines.
• Strong written and verbal communication skills.

Responsibilities

• Provide administrative support to an instructional Dean.
• Coordinate staff and faculty hiring processes.
• Maintain and update confidential files and records.

Skills

Modern office practices

Customer service

Analytical skills

Interpersonal skills

Proficiency in computer operations

Education

High school diploma or GED

Associate’s degree preferred

Tools

Microsoft Office Suite

Database applications

Job description

Temporary Instructional Administrative Assistant

Salary: $29.70 – $36.53 hourly

Location: Districtwide, CA

Job type: Temporary

Division: DO District Office

Job number: 202500192‑T

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

• Provide clerical and administrative support to an instructional Dean, composing and/or typing memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; proofread and check all materials for accuracy, completeness, and compliance with District standards; ensure materials and contracts are ready for signature.
• Screen and respond to phone calls, correspondence and email inquiries; serve as liaison coordinating calendars between the Dean’s office and other departments, divisions, partners and vendors; represent the department in interactions with constituents.
• Generate, aggregate and analyze class schedule reports for the forthcoming academic year, integrating enrollment expectations, classroom times, faculty availability, lecture/lab requirements, prerequisites and other variables; draft schedules for review; verify and incorporate changes; ensure schedules are accurate and enrollments adequate.
• Calculate faculty load and office hours, obtain signatures for load contracts; reconcile and maintain faculty payroll, audit time logs, calculate sick leave, monitor compliance with contracts, and manage billing codes and departmental accounts.
• Coordinate staff and faculty hiring processes, including requisitions, committee scheduling, hiring paperwork, and personnel records; oversee sabbatical and paid leave paperwork.
• Coordinate the faculty evaluation process for tenured and adjunct faculty, maintaining tracking spreadsheets and personnel files, arranging committee meetings and documentation, collecting student surveys, and routing evaluations for signature.
• Organize, maintain and update confidential files and records, both electronic and physical.
• Maintain spreadsheets and databases; review, submit and track payment requests, purchase orders, textbook orders, travel and conference expense forms; prepare budget variance reports and forecasts; track multiple funding sources; participate in grant administration, basic grant writing, performance reporting.
• Coordinate the Dean’s calendars and departmental events, prepare meeting agendas and minutes, serve as recording secretary to committees, arrange vendor services, and manage meeting logistics.
• Provide administrative, logistical and technical support to faculty; resolve routine issues and order supplies.
• Provide guidance and direction to other staff and student aides; assign, schedule and monitor work; provide instruction on procedures and regulatory requirements.
• Demonstrate sensitivity to historically minoritized groups and engage in professional development to enhance equity‑mindful practices.

Other Duties

• Receive, issue receipts and prepare deposits for division program payments.
• Provide backup for other department or division office administrative staff.
• Interact with other colleges, departments, and state/federal programs on behalf of the department.
• Assist with priority registration of cohorts from varied instructional modes.
• Order and replenish office material inventory.
• Perform related duties as assigned.

Employment Standards / Minimum Qualifications

Knowledge, Skills and Abilities

• Modern office practices and computer software proficiency.
• Customer service, public relations and community outreach best practices.
• Understanding of department services, program goals, policies and procedures.
• Knowledge of district student recordkeeping, payroll, budgeting, purchasing, travel and reporting systems.
• Proficient in business communication, correct English usage, and document preparation.
• Knowledge of district policies, California Education Code and other relevant laws.
• Basic understanding of safety policies and worker protection requirements.
• Experience with data‑base and spreadsheet applications.
• Ability to review and comply with District regulations and collective bargaining agreements.
• Strong analytical, problem‑solving and decision‑making skills.
• Excellent interpersonal skills, confidentiality, and cultural competency.
• Proficiency in computer operations and standard business software.
• Strong written and verbal communication; the ability to follow instructions and explain procedures.
• Capability to manage multiple concurrent tasks and deadlines.

Educational and Experience Requirements

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

Physical and Mental Demands

Physical Demands: Regular sitting, talking, hearing, repetitive hand use, walking, standing, and lifting up to 10 pounds (occasionally up to 25 pounds). Visual demands include close vision and focus adjustment.

Mental Demands: Use of written and oral communication skills; reading, interpreting data and documents; problem‑solving; multitasking; handling interruptions and tight deadlines; interaction with potentially upset or confrontational individuals.

Working Environment

Office conditions with typical noise levels. May be required to travel to other locations and work overtime as needed.

Assessment Process

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

To apply

To apply, visit https://www.schooljobs.com/careers/scccd/jobs/5116135/temporary-instructional-administrative-assistant