"Division Assistant - STEM"

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. 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.

Ideal Candidate: The ideal candidate for the STEM Division Assistant at Gavilan College is a highly organized, detail-driven, and equity-minded professional who thrives in a fast-paced environment supporting a range of academic programs and initiatives. This individual possesses advanced skills in budget tracking, grant compliance, and financial reporting - skills essential for managing multiple STEM programs and externally funded initiatives. They are self-directed and able to work independently with sound judgment, anticipating needs and resolving issues proactively while maintaining alignment with institutional policies and timelines. The ideal candidate brings proficiency in Excel, financial systems, and institutional software, coupled with strong initiative, critical thinking, and problem-solving abilities. They are a collaborative team player who supports the Dean, faculty, and students with professionalism, a strong commitment to inclusivity, and dedication to advancing success for historically underserved and underrepresented student populations. The ideal candidate balances technical competence with a student-centered mindset, contributing to the division's goal of promoting excellence in STEM education through efficient operations and thoughtful support.

The following duties are typical of those 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, other educational institutions, outside agencies, businesses and organizations regarding 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 information and/or to make appropriate referrals; sets up and maintains a management calendar; attends meetings and other events to obtain and provide current information; coordinates divisional events;
• Manages a variety of contracts and MOU's ensuring compliance with each external agency;
• Coordinates recruitment for part-time faculty and schedules interviews;
• Distributes, collects and compiles faculty evaluations;
• Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files, including educational and faculty schedules, budget and financial records, proprietary student demographics and other information;
• Researches, compiles and maintains data for grant applications, contracts, special projects, surveys, presentations, agenda materials, and programs and services;
• Plans, creates and implements new and modified office forms and procedures in conjunction with management and other staff;
• Prepares division wide class schedules each semester/summer; produces and maintains room chart that documents scheduling decisions and information;
• Coordinates scheduling activities with departments; compiles department information; assigns room and times for classes; and resolves room assignment conflicts;
• Assigns instructional classroom use, and schedules assessments and orientations for various programs;
• Compiles and reviews information regarding faculty teaching assignments; performs a variety of calculations such as workloads; facilitates problem solving with appropriate staff; and processes changes;
• Enters scheduling data and faculty assignments into a computer-based scheduling program;
• Monitors division budgets; maintains financial records showing allocation of expenditures and account balances;
• Prepares and processes purchase requisitions and collects receipts; departments; obtains approval for expenditures; recommends and processes transfers of funds;
• Retrieves budget reports from accounting system and distributes to departments;
• Administers schedules meetings; disseminates information; records and transcribes meeting minutes;
• Arranges for substitute instructors as needed;
• Assists instructors with textbook ordering, including obtaining review copies of materials; Researches and compiles a variety of informational materials from sources both inside and outside the office;
• Types drafts and a variety of finished documents, including instructional materials such as schedules, course descriptions, tests, correspondence and reports; reviews finished materials for completeness, accuracy, format, compliance, and English usage;
• Composes correspondence and develops division reports for signature of management, supervisory, professional or instructional staff; works from notes, 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; produces leave, vacation and sick leave reports; routinely purges files of information no longer appropriate or needed;
• Trains and leads the work of clerical staff, volunteers and student assistants as assigned.