• demonstrating commitment to a college which prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of

holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to

attract candidates who view the elimination of inequities as an individual and collective responsibility and

who are able to reframe inequities as a problem of practice. The ideal candidate understands the mission and

purpose of the Kinesiology and Athletics department and demonstrates a commitment to student-centered

practices, effective cross campus collaboration, purposeful service to the community and culturally responsive

practices.

The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and

work diligently under pressure. This person will be comfortable working with a high degree of attention to

detail and discretion as well as incorporating new and effective ways to achieve better results. The ideal

candidate will have excellent customer service skills as they will be working with a diverse population of

faculty, staff, students and community members. Knowledge of athletics is preferred but not required.

The Position:

Are you interested in creating an exceptional educational environment for students who are part of a dynamic,

inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to

reach their potential through innovative, structural change, we invite you to apply for the Division Assistant

position. At Gavilan College, we welcome your commitment to fostering a learning environment where

resources are devoted to developing opportunities for students to break barriers and thrive as scholars and

community members.

Under general direction, the employee implements and coordinates office procedures and timelines in order to

provide support for the Dean or Administrator overseeing various division services and programs. This

position works with college faculty and other staff, students, vendors, other educational institutions, business

and community representatives, regulatory and governmental agencies for the purpose of exchanging policy

and procedural information. A high degree of independent judgment and creativity is required to resolve

issues that may arise. Division Assistants can lead the work of other clerical staff, volunteers and student

workers as

assigned.

Distinguishing Characteristics:

This class is distinguished from other administrative and secretarial jobs including Senior Departmental

Assistant in that incumbents complete complex clerical work at the action level involved in providing major

logistical and operational support for a multi-faceted division, including responsibility for office management

and maintenance of division budgets with substantial grant funding. Other responsibilities at this level

generally include coordinating with outside agencies; maintaining contracts, MOU's, or other agreements and

monitoring compliance. Specific responsibilities vary depending on the divisions to which assigned.

Essential Duties: The following duties are typical of those performed by employees in this job title; however,

employees may perform other related duties, and not all duties listed are necessarily performed by each

employee in the job title.

• Exchanges information with College faculty, staff, contractors, vendors, the general public,

division services, operating policies, and procedures;

• Serves as a liaison between division staff and other College offices for a variety of

operational, logistical, program and other procedures;

• Screens calls, visitors and electronic inquiries to provide policy and procedural

calendar; attends meetings and other events to obtain and provide current information;

and financial records, proprietary student demographics and other information;

• Researches, compiles and maintains data for grant applications, contracts, special projects,

• Plans, creates and implements new and modified office forms and procedures in

• Prepares division wide class schedules each semester/summer; produces and

• Coordinates scheduling activities with departments; compiles department

conflicts;

• Assigns instructional classroom use, and schedules assessments and orientations for

• Compiles and reviews information regarding faculty teaching assignments;

with appropriate staff; and processes changes;

• Enters scheduling data and faculty assignments into a computer based scheduling

allocation of expenditures and account balances;

• Prepares and processes purchase requisitions and collects receipts; departments;

• Retrieves budget reports from accounting system and distributes to departments;

• Administers committees; schedules meetings; disseminates information;

• Arranges for substitute instructors as needed;

• Assists instructors with textbook ordering, including obtaining review copies of

sources both inside and outside the office;

• Types drafts and a variety of finished documents, including instructional materials

finished materials for completeness, accuracy, format, compliance, and English

usage;

• Composes correspondence and develops division reports for signature of

brief instructions or prior documents;

• Schedules appointments for Dean and maintains calendar; schedules and arranges

• Division meetings; and schedules facilities use by college staff or outside agencies;

• Makes travel arrangements and reservations;

• Keeps records for Dean, faculty and staff; tracks support staff absences;

information no longer appropriate or needed;

• Trains and leads the work of clerical staff, volunteers and student assistants as

Minimum Qualifications Education and Experience: Any combination of training and experience

equivalent to:

Knowledge:

• Proper formats for a variety of correspondence, reports and other documents.

• Personal computer applications software including spreadsheets and word processing.

• Correct English usage, including spelling, grammar, punctuation and vocabulary.

• Budgeting fundamentals.

• Standard business arithmetic.

• MOU/Contract Compliance

• Comprehensive understanding of the structure and operations of a community college.

• Technical knowledge of programs, facilities, services and curriculum.

• Multi-tasking and workload prioritizing under deadline pressure, using independent judgment for in-

• Providing an advanced level of support to executive and management staff.

• Providing administrative assistance to grant requirements.

• Project planning and coordination.

• Using initiative and independent judgment within established guidelines.

• Composing original correspondence from brief instructions.

• Understanding and interpreting a variety of written information, including policies, procedures and

• regulations.

• Proficiency in word-processing, spreadsheets, and basic desktop publishing, and in specialized

• software used in scheduling.

• Organizing work in a demanding, hectic environment, meeting critical deadlines and solving

• problems quickly and decisively.

• Strong speaking, writing and conversational skills.

• Protecting the confidentiality of sensitive information.

• Establishing and maintaining effective working relationships with those contacted in the course of

• work.

• Skill in respectful, tactful and sensitive interaction with diverse cultures, language groups and

• abilities

• Office workload planning, anticipation and resolution of problems and workflow modification

• Leading the work of others

• Organizing complex data, setting up tracking and maintaining data in electronic and manual files

Other Requirements:

Some positions in this class may be required to possess a valid California driver's license and have a

satisfactory driving record.

Illustrative Education and Experience:

A typical way to obtain the above knowledge and skill is a combination of education and experience

equivalent to:

Completion of Associate's Degree or equivalent and at least three years of experience in an

administrative support position in an executive office; experience supporting a division with

multiple departments and programs with substantial grant funding is preferred, experience in

an educational institution is desirable.

Physical Characteristics: The physical abilities involved in the performance of essential duties are:

Vision to read computer screens, and handwritten and printed documents; manual dexterity to operate

keyboards and manipulate papers; speech and hearing to communicate in person and by telephone; bending

and reaching to obtain or replace files and records. This work is performed indoors in a typical office setting.