Division Assistant, Student Success & Development/ Continuing Education

Cuesta College•San Luis Obispo, CA

61d

About The Position

Under general supervision of the cluster Dean and in collaboration with the location specific Division Chairs, implement processes that affect and involve faculty and students at various levels of College programs; perform difficult, complex, and responsible secretarial/clerical work requiring interpretation of written and/or financial documents, the ability to independently assemble data and information, and the ability to compile reports that require considerable independent judgment. Positions in the Division/Department Assistant class are distinguished from other positions in the secretarial series by the requirement that incumbents perform duties related to particular instructional or service programs involving direct student contact and requiring a working knowledge of college organization, programs, college regulations and procedures. Incumbent must have the ability to work independently and to maintain confidentiality; may train and oversee the work of student and temporary assistants, and classified employees. Incumbents in this position support student learning outcomes and institutional effectiveness by serving as first contact and main support for students, staff, and faculty. Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande. Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

Requirements

Two years of experience equivalent to a Secretary I or II level at Cuesta College; or
Three years of increasingly responsible clerical/secretarial experience.
Two additional years of experience, including keyboarding, are required.
Or any equivalent combination of education and experience.
Record keeping
College organization, policies, and rules
Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software
Correct usage of English, grammar, spelling, punctuation, and vocabulary
District policies and procedures
Work independently and maintain confidentiality
Communicate effectively orally and in writing
Establish and maintain cooperative working relationships with those contacted in the performance of duties
Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.
Read and comprehend printed matter and text and data on computer monitors
Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email
Sit or stand for extended periods of time
Lift and/or carry 25 pounds
Exert manual dexterity sufficient for keyboard and other office equipment operation.
Valid driver's license and eligible to obtain California driver's license upon hire.

Nice To Haves

Associate degree, including or supplemented by secretarial science, office management, and public relations courses.

Responsibilities

Monitor budget records and expenditures, general requisitions and purchase orders; monitor budget for student/hourly wages; complete requisitions; order office and specialized classroom supplies
Advise chair/director of budget estimates and balances, identify and recommend areas for budget transfers
Independently assemble and organize financial and other data for reports and operating manuals
Compile reports for chair/director's review
Organize and oversee the day-to-day operation of the office; schedule, assign, and monitor completion of office projects; prioritize workload so that assignments are completed as needed
Serve as receptionist for one or more division/departments, including providing information, taking and delivering messages
Schedule appointments for Division Chair, Director, or faculty
Prepare for monthly and/or yearly activities, including development and duplication of forms and room reservations, and notify all concerned
Arrange meetings and notify persons to be present
Word process and/or compose materials such as correspondence, agendas, memoranda, minutes, reports, program reviews, unit plans, and evaluation forms
Record and transcribe notes and distribute minutes and agenda items for division/department meetings
Provide support materials and minutes for councils, committees, and faculty
Attend committee, division, and cluster meetings in the absence of the division chair or director
Collect and compile division/department input for unit plan and assist in the writing of the unit plan relating requests to the college plan and/or cluster plan
Interview, recommend for hire, train, schedule, and oversee the work of student and hourly workers, and classified staff; serve on hiring committees
Distribute and collect absence forms for academic personnel each month; prepare monthly time reports for substitute teachers, obtain necessary signatures and forward to Payroll
Verify, obtain signatures and submit time cards for hourly workers to Payroll each month
Provide information on policies and procedures for the division/department
Serve as liaison between instructor, chair, director, dean and others
Defuse angry students, faculty, and public, attempt to resolve the situation
Maintain a variety of records and files including materials for staff development activities, sabbatical leaves, faculty evaluations, new-faculty orientation:
Maintain confidentiality of personnel and student matters, records, Banner information, and other sensitive files
Initiate, compile, and distribute instructors' daily class load on a grid for daily use throughout the semester; and schedules such as the college classroom schedules, office hour schedule for instructors, staff, and publisher representatives, and other divisional schedules
Post class cancellation for absent instructors
Assist chair/director with faculty hiring pools, semester course offerings spreadsheet, and notify instructors classes
Update division web content
Recognize and report facility problems
Assist with annual events
Assist in coordinating substitute teachers with appropriate Division Chair, in accordance with policy and procedure
Perform other related duties as required