Division Assistant Job San Mateo area,California USA,Administrative/Clerical

Division Assistant

Campus:
Cañada College
FLSA Status:
Non-Exempt
Salary

Schedule:

60
Grade: 27
Bargaining Unit: CSEA
Months Per Year: 12
Hours Per Week: 37.5
Mandated Reporter:
Yes
Campus Security Authority:
No

The Division Assistant performs complex and detailed clerical and administrative support for Division Administrators with an expectation of resolving problems and making independent decisions with minimum supervision. Under direction, the Division Assistant initiates, implements, and coordinates office procedures and timelines, while exercising independent judgment, in order to complete major projects and provide support for Division programs and services. The Division Assistant is responsible for the modification and maintenance of the Division schedule, serving as a resource to Division administrators, faculty, staff, and students, while adhering to campus guidelines and timelines.

The Division Assistant provides organizational support on budget maintenance and reconciliation. Public contact is extensive, and involves college and district staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A high degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise.

Division Assistants can train and lead the work of other clerical staff, and can direct the work of volunteers and student assistants as assigned.

Duties and Responsibilities

Exchanges information with college staff and others regarding division services, as well as to provide and/or interpret operating policies and procedures.

Serves as liaison between various division and department staff and other college offices and district departments for a variety of procedures or issues.

Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals.

Sets up and maintains various complex management calendars.

Plans and coordinates division events and activities in conjunction with other management and staff, and provides event and activity support, such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow‑up as assigned.

Attends meetings and other events to obtain and provide current information as well as to meet with management and other staff to successfully implement division office operations.

Modifies and maintains the division course schedule, adheres to the production timeline and ensures schedule entry accuracy. Verifies scheduling content to align with catalog and curriculum updates as directed. Reviews accuracy of and enters workload assignment.

Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files, including educational and faculty schedules, class schedules, budget and financial records, and other information.

Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas with minimal guidance or direction.

Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes, and to update an area website.

Trains and leads the work of other Division support staff, including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures.

Reviews office workflow for efficiency and makes recommendations for modifications, including planning, creating, and implementing new and modified office forms and procedures in conjunction with management and other staff.

Researches, compiles, and maintains data for statistical, financial and other reports, class schedules, brochures, grant applications, contracts, special projects, correspondence, surveys, presentations, and division programs and services, including tracking faculty schedules and workload changes.

Coordina…