TEMPORARY Instructional Administrative Assistant

Temporary Instructional Administrative Assistant

Salary: $29.70 – $36.53 hourly

Location:

Districtwide, CA

Job type:
Temporary

Division: DO District Office

Job number: ‑T

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.

• 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.

• 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.

• 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…