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Division Assistant - STEM

Position Number: 6418341
Location: Gilroy, CA
Position Type: Other Administrative Positions

Division Assistant - STEM

Gavilan College

Salary: $30.09 - $37.31 Hourly

Location: Gilroy Campus

Job Type: Full-Time

Job Number: 202500073

Department: STEM IV

Closing: 8/18/2025 11:59 PM Pacific

Bargaining Unit: CS

Definition

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.

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.

Essential Duties

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.

Minimum Qualifications, Education, and Experience

Knowledge of:

Office organizational procedures including workflow, office equipment, supplies, file systems and computer applications.
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.

Skill in:

Multi-tasking and workload prioritizing under deadline pressure, using independent judgment for in-scope decision-making.
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 skills 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 the 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.

NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

All applicants for faculty and academic administrators must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency. (Download PDF reader)

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

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To apply, please visit https://www.schooljobs.com/careers/gavilan/jobs/5012456/division-assistant-stem

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