Job Details

Division Assistant, Biology and Physical Sciences
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Position Number: 5162027
Location: San Luis Obispo, CA
Position Type: Business - Accounting

Division Assistant, Biology and Physical Sciences

Cuesta College

Salary: $52,020.00 - $57,348.00 Annually
Job Type: Full Time
Job Number: FY2324-00193
Location: San Luis Obispo Campus, CA
Department: Instruction
Closing: 5/13/2024 11:59 PM Pacific

Job Description Summary

This Division Assistant position will support both the Biology and Physical Science Divisions. Work schedule is 8:30am-5:00pm Monday through Friday.

DEFINITION
Under general supervision of the cluster Dean and in collaboration with the location specific Division Chairs, implement processes that affect and involve faculty and students at various levels of College programs; perform difficult, complex, and responsible secretarial/clerical work requiring interpretation of written and/or financial documents, the ability to independently assemble data and information, and the ability to compile reports that require considerable independent judgment.

DISTINGUISHING CHARACTERISTICS
Positions in the Division/Department Assistant class are distinguished from other positions in the secretarial series by the requirement that incumbents perform duties related to particular instructional or service programs involving direct student contact and requiring a working knowledge of college organization, programs, college regulations and procedures. Incumbent must have the ability to work independently and to maintain confidentiality; may train and oversee the work of student and temporary assistants, and classified employees.

Incumbents in this position support student learning outcomes and institutional effectiveness by serving as first contact and main support for students, staff, and faculty.

ABOUT THE COLLEGE

Where You Will Work
Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande.

Who We Are
Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

Additional information about the college can be found at
https://www.cuesta.edu/about/index.html
The college planning documents can be found at
https://www.cuesta.edu/about/collegeplans/index.html
Our Student Equity Action Plan can be found at
https://www.cuesta.edu/about/info/student-equity-initiatives/equity/index.html
We offer comprehensive benefit options. Information about benefits can be found at
https://www.cuesta.edu/about/depts/benefits-insurance/index.html

Essential Functions & Qualifications

ESSENTIAL FUNCTIONS

Monitor budget records and expenditures, general requisitions and purchase orders; monitor budget for student/hourly wages; complete requisitions; order office and specialized classroom supplies;
Advise chair/director of budget estimates and balances, identify and recommend areas for budget transfers;
Independently assemble and organize financial and other data for reports and operating manuals;
Compile reports for chair/director's review;
Organize and oversee the day-to-day operation of the office; schedule, assign, and monitor completion of office projects; prioritize workload so that assignments are completed as needed;
Serve as receptionist for one or more division/departments, including providing information, taking and delivering messages;
Schedule appointments for Division Chair, Director, or faculty;
Prepare for monthly and/or yearly activities, including development and duplication of forms and room reservations, and notify all concerned;
Arrange meetings and notify persons to be present;
Word process and/or compose materials such as correspondence, agendas, memoranda, minutes, reports, program reviews, unit plans, and evaluation forms;
Record and transcribe notes and distribute minutes and agenda items for division/department meetings;
Provide support materials and minutes for councils, committees, and faculty;
Attend committee, division, and cluster meetings in the absence of the division chair or director;
Collect and compile division/department input for unit plan and assist in the writing of the unit plan relating requests to the college plan and/or cluster plan;
Interview, recommend for hire, train, schedule, and oversee the work of student and hourly workers, and classified staff; serve on hiring committees;
Distribute and collect absence forms for academic personnel each month; prepare monthly time reports for substitute teachers, obtain necessary signatures and forward to Payroll;
Verify, obtain signatures and submit time cards for hourly workers to Payroll each month;
Provide information on policies and procedures for the division/department;
Serve as liaison between instructor, chair, director, dean and others;
Defuse angry students, faculty, and public, attempt to resolve the situation;
Maintain a variety of records and files including materials for staff development activities, sabbatical leaves, faculty evaluations, new-faculty orientation:
Maintain confidentiality of personnel and student matters, records, Banner information, and other sensitive files;
Initiate, compile, and distribute instructors' daily class load on a grid for daily use throughout the semester; and schedules such as the college classroom schedules, office hour schedule for instructors, staff, and publisher representatives, and other divisional schedules;
Post class cancellation for absent instructors;
Assist chair/director with faculty hiring pools, semester course offerings spreadsheet, and notify instructors classes;
Update division web content;
Recognize and report facility problems;
Assist with annual events;
Assist in coordinating substitute teachers with appropriate Division Chair, in accordance with policy and procedure; and
Perform other related duties as required.

Essential functions of particular positions within classifications may vary because job duties may vary by work location.

QUALIFICATIONS
Education:
Preferred

Associate degree, including or supplemented by secretarial science, office management, and public relations courses.

Experience:
Required

Two years of experience equivalent to a Secretary I or II level at Cuesta College; or
Three years of increasingly responsible clerical/secretarial experience.
Two additional years of experience, including keyboarding, are required.

Or any equivalent combination of education and experience.

Knowledge of:

Record keeping;
College organization, policies, and rules;
Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software;
Correct usage of English, grammar, spelling, punctuation, and vocabulary; and
District policies and procedures.

Ability to:

Work independently and maintain confidentiality;
Communicate effectively orally and in writing;
Establish and maintain cooperative working relationships with those contacted in the performance of duties; and
Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.

Physical ability to:

Read and comprehend printed matter and text and data on computer monitors;
Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
Sit or stand for extended periods of time;
Lift and/or carry 25 pounds; and
Exert manual dexterity sufficient for keyboard and other office equipment operation.

License and Certificates (current within the last year or must be continuously current):
Required

Valid driver's license and eligible to obtain California driver's license upon hire.

Additional Information

REQUIRED DOCUMENTS TO APPLY
Candidates will be required to submit ALL of the required documents below when applying for this position. When uploading documents, PDF uploads are preferred.

Cover letter;
Resume;
Reference List (see further instructions below);
Diversity statement (see further instructions below).

Diversity Statement Instructions: Cuesta College is committed to building and maintaining a workforce that reflects and honors the diversity of our students. It is important to us that our faculty, staff, and administrators demonstrate an understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, ethnic, and religious backgrounds as well as sexual orientation and abilities of all constituents in the Cuesta College community.

In 500 words or less, with consideration to our Mission Statement and our values expressed above, please explain how you will demonstrate your commitment to diversity, equity, and inclusion in this position.

Reference List Instructions: Your reference list must include three professional references, their contact information, and their relationship to you.

Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

SALARY SCHEDULE
Below is the full salary schedule range for this position, steps A through E. Per Cuesta College's bargaining agreement, new employees are placed at Steps A through C, which is the anticipated hiring range also listed below. The bargaining agreement also includes step and longevity increases. For a full salary schedule, please see our website: https://www.cuesta.edu/about/depts/humanresources/salary_schedules.html

Salary Schedule Range: $4,335 - $5,269 per month.
Anticipated Hiring Range: $4,335 - $4,779 per month.

ADDITIONAL INFORMATION
Cuesta College will not sponsor any visa applications.

San Luis Obispo County Community College District ("Cuesta College") is an equal opportunity employer committed to nondiscrimination on the basis of race, ethnicity, color, religion, national origin, sexual orientation, gender, gender identity, gender expression, marital status, medical condition, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), age, disability (physical and mental), genetic information, military and veteran status, or any other characteristic protected by applicable federal and state law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Reasonable accommodations will be provided for applicants with disabilities who self-disclose. Cuesta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.

In compliance with California law, all prospective staff and students are entitled to read the Annual Security Report, published each October by the Cuesta College Department of Public Safety. This report contains information about our emergency and crime reporting procedures, as well as crime statistics for the past 3 years. You may request a copy of this report at one of our two Public Safety Offices: on SLO campus at Building 6600A or on North County Campus at building N1021, during campus business hours. You may also access the complete text of this report at the following website address: https://www.cuesta.edu/about/depts/publicsafety/clery_act

Cuesta College uses E-Verify as part of the I-9 process to verify the work eligibility of all new hires. E-Verify is an Internet-based system that compares information from an employee's Form I-9 to data from U.S Department of Homeland Security and Social Security Administration records. For further information, visit: https://www.cuesta.edu/about/depts/humanresources/Job_Opportunities.html

Interview Process Information

Selected applicants will be invited to attend an in-person interview and skills test on Thursday, May 30, 2024.

To be considered for this position please visit our web site and apply on line at the following link: https://www.governmentjobs.com/careers/cuesta

The San Luis Obispo County Community College District promotes inclusiveness, prohibits discrimination, and encourages all qualified persons to apply. As an Equal Employment Opportunity Employer, Cuesta College actively seeks candidates with diverse backgrounds to assist students, staff, and faculty. For ADA (Americans with Disabilities Act) assistance with the application and/or interview process, please contact the Human Resources Office: (805) 546-3129.