TEMPORARY Instructional Administrative Assistant

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.

• 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 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…