Cabrillo College

Administrative Assistant-Dean of Student Services

Job# 2022-01396

Salary: See Position Description

Deadline: 4/26/2022 11:59 PM Pacific

Full job description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=226411

This full-time, 12-months per year Administrative Assistant-Dean of Student Services, under general supervision, provides varied and complex office administrative assistance to a District administrator and associated staff; acts as a liaison between an administrator and other District depart­ments and students; creates and maintains department-specific tracking systems, reports, records and files required for work processes; oversees small administrative programs; provides resources, informa­tion and training to department staff; may provide lead-level guidance to classified staff; and performs related duties as assigned. 

PLEASE NOTE: Application status updates and interviews are anticipated for this position in early May

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term, of which 44% are Latina/o/x, 5% multi-ethnic, 2.75% Asian, 1.25% African American, 1% Filipino, 0.25% American Indian or Alaskan Native, and 0.18% Pacific Islander as of Fall 2019. 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.

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.

Examples of Duties

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; 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; 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; independently performs research for staff on specific student/department issues and programs; ensures programs and services meet funding guidelines and data tracking requirements, and generates performance reports for District and grant compliance.

• 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.

• Coordinates administrative processes for department hiring for faculty, staff, student employees and independent contractor positions including submitting and tracking requisitions, assisting 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; 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.

• Maintains and updates divisional web pages, social media and online calendar.

• Represents the District and/or department on a variety of internal and external committees; liaisons 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.

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.

Additional Information

Starting Salary Range:  $4,309 to $4,988 per month, plus 5% annual increases up to 7. Maximum initial salary step placement on the classified salary schedule is step 4.

Full-time (40 hours per week) assignment, 12 months per year. Monday through Friday, 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 up to 7% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued categorical funding and Governing Board ratification. Salary is subject to proration based on beginning date of assignment.

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 pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Minimum Qualifications

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 an associate degree program, AND

At least two (2)  years of journey-level administrative support experience preferably in an academic setting; OR

An equivalent combination of training and experience.

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