TEMPORARY Instructional Administrative Assistant

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:  
-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.

• 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.

• 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.

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…