Substitute Division Assistant - Counseling, Student Success and Equity

Gavilan College•Gilroy Campus, CA

5d•Onsite

About The Position

Under general direction, the Substitute Division Assistant implements and coordinates office procedures and timelines to support the Dean or Administrator overseeing division services and programs. The role works with college faculty and staff, students, vendors, other educational institutions, business and community representatives, and regulatory and governmental agencies to exchange policy and procedural information. It requires independent judgment and creativity to resolve issues. Division Assistants may lead clerical staff, volunteers, and student workers as assigned. The position performs complex clerical work and provides logistical and operational support for a multifaceted division. Responsibilities may include office management, maintaining division budgets with substantial grant funding, coordinating with outside agencies, managing contracts and MOUs, and monitoring compliance. Specific duties vary by assigned division. This position supports the Counseling, Student Success and Equity division at Gavilan College. Work is performed indoors in a typical office setting.

Requirements

Knowledge of office organization and procedures, including workflow, office equipment, supplies, filing systems, and computer applications.
Knowledge of formats for correspondence, reports, and other documents.
Knowledge of personal computer applications, including spreadsheets and word processing.
Knowledge of correct English usage, spelling, grammar, punctuation, and vocabulary.
Knowledge of budgeting fundamentals and standard business arithmetic.
Knowledge of MOU and contract compliance.
Comprehensive understanding of community college structure and operations, and technical knowledge of programs, facilities, services, and curriculum.
Ability to multitask and prioritize workloads under deadline pressure, using independent judgment for in-scope decisions.
Ability to provide advanced support to executive and management staff and administrative assistance for grant requirements.
Skill in project planning and coordination, initiative, and independent judgment within established guidelines.
Ability to compose original correspondence from brief instructions and interpret written policies, procedures, and regulations.
Proficiency in word processing, spreadsheets, basic desktop publishing, and specialized scheduling software.
Ability to organize work in a demanding environment, meet critical deadlines, and solve problems quickly and decisively.
Strong speaking, writing, and conversational skills.
Ability to protect confidential information and maintain effective working relationships.
Ability to interact respectfully, tactfully, and sensitively with diverse cultures, language groups, and abilities.
Skill in workload planning, anticipating and resolving problems, modifying workflow, leading others, and organizing and tracking complex data in electronic and manual files.
Completion of an Associate's degree or equivalent.
At least three years of experience in an administrative support position in an executive office.
Some positions may require a valid California driver's license and a satisfactory driving record.

Nice To Haves

Experience supporting a division with multiple departments and programs with substantial grant funding is preferred.
Experience in an educational institution is desirable.

Responsibilities

Exchange information with college faculty, staff, contractors, vendors, the public, educational institutions, agencies, businesses, and organizations about division services, policies, and procedures.
Serve as a liaison between division staff and other college offices on operational, logistical, program, and procedural matters.
Screen calls, visitors, and electronic inquiries; provide policy and procedural information or make referrals.
Set up and maintain management calendars; attend meetings and events; coordinate divisional events.
Manage contracts and MOUs with external agencies and ensure compliance.
Coordinate recruitment for part-time faculty and schedule interviews.
Distribute, collect, and compile faculty evaluations.
Use databases, spreadsheets, and other software to maintain schedules, budgets, financial records, student demographics, and other data and files.
Research, compile, and maintain information for grants, contracts, special projects, surveys, presentations, agenda materials, and programs.
Develop and implement office forms and procedures in coordination with management and staff.
Prepare division-wide class schedules each semester and summer; maintain room charts; coordinate scheduling with departments; assign classrooms and times; and resolve room conflicts.
Assign instructional classroom use and schedule assessments and orientations for programs.
Compile and review faculty teaching assignments, calculate workloads, facilitate problem-solving, and process changes.
Enter scheduling data and faculty assignments into scheduling software.
Monitor division budgets and maintain expenditure allocations and account balances.
Prepare and process purchase requisitions, collect receipts, obtain expenditure approvals, and recommend and process fund transfers.
Retrieve budget reports from the accounting system and distribute them to departments.
Administer and schedule meetings, disseminate information, and record and transcribe minutes.
Arrange substitute instructors as needed.
Assist instructors with textbook ordering, including obtaining review copies.
Research and compile informational materials from internal and external sources.
Prepare and review drafts and finished documents, including schedules, course descriptions, tests, correspondence, and reports, for completeness, accuracy, format, compliance, and English usage.
Compose correspondence and develop division reports for management, supervisory, professional, or instructional staff signature.
Schedule appointments for the Dean; maintain calendars; arrange division meetings and facility use by college staff or outside agencies.
Make travel arrangements and reservations.
Maintain records for the Dean, faculty, and staff; track support staff absences; produce leave reports; and purge outdated or unnecessary files.
Train and lead clerical staff, volunteers, and student assistants as assigned.