Academic Administrative Assistant

Under general supervision, performs specialized and technical duties in support of instructional operations. Responsibilities include developing and maintaining class schedules, reconciling faculty load assignments that directly drive academic pay under the collective bargaining agreement, and coordinating faculty evaluation processes. Ensures compliance with state regulations, licensure and accreditation requirements, and program-specific mandates. Provides technical assistance to deans, faculty, and instructional divisions regarding schedule accuracy, load integration, and academic operations systems.

REPRESENTATIVE DUTIES

• Develop, maintain, and update instructional schedules in Banner and related systems; enter schedule changes, assign rooms, and adjust modalities.
• Calculate and reconcile faculty load assignments in accordance with collective bargaining agreements, including overload, reassigned time, and release time.
• Coordinate and track faculty evaluation processes; prepare related documentation and ensure timely completion of required steps.
• Monitor and enforce compliance with state regulations, licensing, and accreditation standards (e.g., clinical placement ratios, academy training hours, athletic eligibility).
• Prepare and analyze reports related to scheduling, faculty load, assignments, program compliance, and budget activity.
• Serve as division liaison for Banner and scheduling/load systems; ensure data accuracy and resolve discrepancies.
• Provide technical assistance to faculty and administrators on scheduling, load rules, evaluation timelines, compliance procedures, and budgetary processes.
• Process and support faculty requests related to professional development, conference attendance, travel, and grant-funded program activities, ensuring compliance with District policy and funding requirements.
• Coordinate with external partners, such as clinical agencies or public safety organizations, to meet instructional scheduling and compliance requirements.
• Support division operations by preparing agendas, minutes, and related records as needed.
• Maintain confidential personnel and instructional records in accordance with District policy.
• Perform other related duties as assigned that support the overall objective of the position and the district's mission and philosophy.

JOB QUALIFICATIONS

Equivalent to an associate's degree from an accredited college with major coursework in business, education, or a related field, and three years of increasingly responsible administrative experience involving instructional scheduling, academic operations, or faculty support. OR an equivalent combination of training and experience.

COMPUTER SKILLS TEST REQUIRED: Successfully pass the Computer Skills Microsoft Office 2016 Intermediate Word Test with at least 70% accuracy.

Applicants who meet the qualifications will be sent an email from TestGenius@opac.com with a link to take the test. The information will be sent to the email address provided on your application.

DESIRABLE QUALIFICATIONS

Experience communicating effectively with students.

OTHER DESIRED QUALIFICATIONS

Knowledge/Areas of Expertise:

• Principles and practices of instructional scheduling and operations.
• Banner or equivalent academic information systems used for scheduling and integrated faculty load reconciliation.
• Collective bargaining agreement provisions affecting faculty load, overload, and reassigned time.
• Compliance requirements for specialized instructional programs (Public Safety, Nursing/Health Sciences, Athletics).
• Faculty support processes, including travel, professional development, conferences, grant programs, and budget procedures.
• Office practices, procedures, and equipment, including word processing, spreadsheets, and databases.
• Principles of report preparation, data analysis, and records management.
• Applicable state, federal, and accreditation requirements related to instructional programs.

Abilities/Skills:

• Interpret and apply collective bargaining agreements, policies, procedures, and regulations to faculty load and scheduling.
• Develop, update, and maintain accurate instructional schedules, faculty support records, and budget documentation.
• Reconcile complex faculty load calculations that affect academic pay.
• Coordinate faculty evaluation processes in compliance with policy and timelines.
• Process and track faculty requests for travel, conferences, professional development, and grant-funded program participation.
• Analyze and reconcile data, identify discrepancies, and recommend solutions.
• Communicate effectively, both orally and in writing, with faculty, administrators, and external partners.
• Establish and maintain cooperative working relationships.
• Exercise discretion in handling confidential records and information.
• Adapt to emerging technologies that support instructional scheduling compliance, and budget management.

WORKING CONDITIONS

• Work is typically performed in an office environment with frequent interruptions.
• Requires ability to sit or stand for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard and standard office equipment.
• Occasional bending, stooping, or reaching to retrieve files and materials.
• May be required to lift, carry, or move materials up to 25 pounds.
• Requires visual acuity to read printed and electronic materials and the ability to communicate effectively in person, by telephone, and electronically.

CLOSING DATE: FRIDAY, MAY 1, 2026 AT 3:00 P.M.

SALARY: Starting salary is $5,867 per month. Generally, new employees start at the first step on the salary schedule. Advanced salary placement may be considered on a case-by-case basis. Salary increases are granted on the first day of the month following each year of service, until Step F is reached ($7,530 monthly).

• Previous employment performed in a different public retirement system may allow eligibility to continue in the same retirement system.

CONDITIONS OF EMPLOYMENT

This is a full-time, twelve-month classified position subject to a probationary period. The standard work week is 40 hours of scheduled duty per week of not more than five consecutive workdays. Working hours will be in-person, Monday through Friday 8:00 a.m. until 5:00 p.m. Schedule may vary to include hours outside of the normal work schedule and weekends depending on operational need.

Offer and acceptance of employment is subject to verification of all information provided on the employment application, credential(s), and transcripts. Candidates selected for employment must agree to be fingerprinted, submit Certificate of Completion of the Tuberculosis Risk Assessment and/or Examination, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.

ADA ACCOMMODATIONS

Applicants with disabilities requiring special accommodations must contact the ADA Compliance Officer at least five (5) working days prior to the final filing date: ADA Job Applicant Accommodation Request (maxient.com)

BENEFIT HIGHLIGHTS

Health, Life, Dental and Vision Insurance

The College provides a diversified insured benefit program for all full-time employees, including medical, dental, vision and life insurance. Dependent medical, dental, and vision insurance is available, toward which both the College and the employee contribute.

Sick Leave and Disability

Paid sick leave is granted equal to one day for each month of service. Sick leave days may be accumulated indefinitely. Rather than State Disability Insurance.

Retirement

Public Employees Retirement System (PERS) and Social Security. Previous employment performed in a different public retirement system may allow eligibility to continue in the same retirement system.

Summer Work Hours

During the summer, employees work eight 32-hour work weeks with full pay.

TO APPLY

An applicant must submit the following by the closing date:

1. Online application: http://www.elcamino.edu/jobs
2. Resume including educational background, professional experience, and related personal development and accomplishments.

IMPORTANT NOTE: Documents submitted or uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

If you need assistance, you may call 310-660-3593 Ext. 3807 between the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday or by email at hr@elcamino.edu.

Due to the large volume of calls received on closing dates, we highly recommend that you do not wait until the last day to apply so that we may assist you with questions or technical matters that may arise. Give yourself sufficient time to complete the profile, which may take 45 minutes or more. Positions close promptly at 3:00 p.m. PST (pacific standard time).