Job Details

Substitute Division/Department Assistant

Position Number: 6217672
Location: San Luis Obispo, CA
Position Type: Secretary and Administrative Assistants

Substitute Division/Department Assistant

Cuesta College

Salary: $25.73 Hourly
Job Type: Part Time
Job Number: FY2425-00191
Location: San Luis Obispo Campus, CA
Department: Instruction
Closing: 5/16/2025 11:59 PM Pacific

Job Description Summary

This is a recruitment for a short-term/temporary position.

DEFINITION
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.

DISTINGUISHING CHARACTERISTICS
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.

Essential Functions & Qualifications

ESSENTIAL FUNCTIONS

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; and
Perform other related duties as required.

Essential functions of particular positions within classifications may vary because job duties may vary by work location.

QUALIFICATIONS
Education:
Preferred

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

Experience:
Required

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.

Knowledge of:

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; and
District policies and procedures.

Ability to:

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; and
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.

Physical ability to:

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; and
Exert manual dexterity sufficient for keyboard and other office equipment operation.

Additional Information

This is a recruitment for a short-term/temporary position.

Interview Process Information

Selected applicants will be contacted for an interview.

To be considered for this position please visit our web site and apply on line at the following link: https://www.governmentjobs.com/careers/cuesta

The San Luis Obispo County Community College District promotes inclusiveness, prohibits discrimination, and encourages all qualified persons to apply. As an Equal Employment Opportunity Employer, Cuesta College actively seeks candidates with diverse backgrounds to assist students, staff, and faculty. For ADA (Americans with Disabilities Act) assistance with the application and/or interview process, please contact the Human Resources Office: (805) 546-3129.