"Part-Time Departmental Assistant- Cosmetology"

Posted: 13-Jan-26

Location: Gilroy Campus

Categories: Staff/Administrative

Internal Number: 5195126

Please note that internal candidates who meet all lateral transfer eligibility requirements and submit their application by the internal deadline of 11:59 p.m. on January 19, 2026, will receive priority consideration over external candidates. The position is scheduled for 4-hour workdays, Monday through Friday, including four morning shifts and one evening shift per week. Part-Time Position (0.5 FTE)
20 hours per week with no district benefits

Under general supervision, to provide secretarial and clerical support to a supervisor and staff within a College department or program; to assist students with accessing resources and programs that promote their academic success; to prepare routine reports and documents; and to perform related duties as assigned.

Performs a variety of secretarial and clerical duties in support of a college department or program. Work is performed under clearly defined guidelines from which to make decisions, and the availability of supervision in unique circumstance. Specific duties will vary depending on the program or department to which assigned.

Ideal Candidate:
The ideal candidate is a highly organized, equity-minded professional with demonstrated strengths in program coordination and administrative operations. This role requires expertise in budget tracking, grant compliance, financial reporting, purchasing processes, inventory control, and customer service—all of which are essential to the effective operation of the Cosmetology and Esthetician programs.

The successful candidate exhibits initiative, critical thinking, and strong problem-solving skills, while fostering effective collaboration with the Dean, department leads, faculty, staff, students, and community clients served in the instructional lab environment. This role requires ongoing communication with the California Board of Barbering and Cosmetology regarding student licensing requirements.

A strong commitment to inclusivity and student success is central to this position, with an emphasis on supporting historically underserved and underrepresented student populations. Proficiency in Excel, financial and institutional systems, timecard auditing, reporting tools, waiting list, and appointment management is required to succeed in this position. The candidate must be able to anticipate operational needs, proactively resolve issues, work independently, and consistently adhere to college policies and procedures.

This position balances technical and administrative expertise with a student-centered mindset and plays a vital role in advancing the quality, effectiveness, and community impact of Gavilan College's Cosmetology and Esthetician programs. Your knowledge in Cosmetology and Esthetician programs and terminologies will help you succeed in this position.

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.

• Performs a variety of secretarial and clerical duties including word processing, filing, gathering information, checking and posting data; opening and distributing incoming mail and supplies; and duplicating materials;
• Explains departmental programs to students and assists them in completing required application and registration materials;
• Schedules appointments for students with department faculty or staff;
• Composes routine correspondence, minutes, forms and other documents; works from notes, brief instructions or prior documents;
• Assists instructors by preparing instructional materials such as workbooks and examinations; monitoring and posting student attendance data; posting exam results; and distributing assignments or class materials in instructors' absence;
• Assists with preparing routine regulatory and departmental reports by gathering, organizing and summarizing information from a variety of sources into usable formats;
• Coordinates staff's schedules; maintains calendar of department events and dates;
• Makes travel arrangements such as hotel reservations, conference bookings and airline reservations; prepares conference request forms;
• Coordinates and schedules group meetings; includes booking facilities, typing agendas, sending announcements and assembling information;
• Records and transcribes minutes of department meetings;
• Assembles and maintains student files, ensuring accuracy, completeness and security;
• Prepares, types and copies informational materials; designs and updates handouts;
• Performs reception duties; answers telephones, greets visitors and provides information or refers to correct office;
• Maintains inventory of supplies and forms; prepares purchase requisitions;
• May serve as department cashier including depositing funds at the Business Office;
• May train, and provide work direction and guidance to student workers.