Are you interested in creating an amazing educational environment
for students who are part of an equity driven community? Staff at
Cabrillo College support quality programs and services to students
that promote their diverse and evolving needs as they progress
toward their individual educational goals. Come join us in our
vision to improve the world, one student at a
This full time, 12 months per year,
Assistant opportunity provides varied and complex office
administrative assistance to the Dean, Academic Counseling, Career
and Educational Support Services (ACCESS) and associated faculty
and staff; acts as a liaison between the Dean and other District
departments and students; provides information and assistance to
students and faculty regarding division services, campus resources,
etc.; creates and maintains department-specific tracking systems,
reports, records and files required for work processes; supports
Dean with faculty human resources processes and assignment
tracking; provides resources, information and training to
department staff; may provide lead-level guidance to classified
candidate will share Cabrillo's commitment to
educating its racially and socioeconomically diverse student
population. Cabrillo College serves approximately 11,400 students
per term, of which 44% are LatinX, 5% multi-ethnic, 2.75% Asian,
1.25% African-American, 1% Filipino, 0.25% American Indian or
Alaskan Native, and 0.18% Pacific Islander as of Fall 2019. In
2006, Cabrillo College was designated a Hispanic-Serving
Institution, reflecting the great responsibility that the College
has to the educational attainment and economic well-being of the
As a classified staff member at Cabrillo College, you will join a
vibrant community of professionals and educators working together
to provide a positive educational environment where our students
experience diverse academic and cultural perspectives.
Examples of Duties
The duties listed below are intended only as illustrations of the
various types of work that may be performed. The omission of
specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to
- Provides administrative support to an Dean; acts as liaison in
coordinating calendar and matters between the Dean’s office and
other departments, divisions, students and other constituents;
represents the division over the phone, in person and online.
- Provides information and assistance to students and the public
regarding divisional class offerings and prerequisites, campus
resources, and various other matters; handles issues that may
require sensitivity, tact and independent judgment; researches
requests or complaints and refers matters to appropriate faculty or
staff and takes or recommends actions to resolve issues.
- Using standard office software, composes and/or types
memoranda, correspondence, reports, agreements, contracts,
presentations, spreadsheets, forms and other documents, often of a
highly technical and sensitive nature; proofreads and checks typed
and other materials for accuracy, completeness and compliance with
District standards, policies and procedures; ensures materials,
contracts, reports and documents routed for signature are accurate
and complete; drafts materials for submission to the Governing
Board and committees.
- Creates and maintains tracking systems, spreadsheets and small
databases; independently performs research for staff on specific
student/department issues and programs; ensures programs and
services meet funding guidelines and data-tracking requirements and
generate performance reports for District and grant
- Acts as liaison with the Business Office; reviews, submits and
tracks requests for payments and purchase orders in accordance
with District policies and procedures; monitors budget usage and
fund percentages and initiates budget transfers; tracks multiple
funding sources and ensures expenditures are compliant; assists
with ordering equipment and materials; coordinates full- and
part-time staff and faculty payroll administrative processes at the
- Maintains and coordinates a variety of dean, division and/or
department calendars; makes meeting arrangements including
preparing and posting agendas and notices and planning meeting
logistics; prepares and distributes agendas and supporting
documents to appropriate parties; takes and transcribes meeting
minutes; prepares and distributes follow-up documentation; may
provide administrative support to a committee.
- Coordinates facility and classroom use and resolves scheduling
conflicts; coordinates key and keycard authorization tracking and
- Coordinates administrative processes for department hiring of
faculty, staff, student and independent contractor positions
including submitting and tracking requisitions, assisting selection
committee with materials, and scheduling and preparing contracts
and hiring paperwork; coordinates and participates in new faculty
onboarding and orientation processes; tracks time off and other
- Assists the Dean in tracking faculty assignments; monitors
adjunct and overload contracts; processes absence and related
forms, including adjunct assignment notifications; coordinates
administrative activities and timelines for the faculty evaluation
- Supports full-time and adjunct faculty; assists with office
hour scheduling, syllabi requirements and submission, rosters and
other census reports.
- Organizes, maintains and updates specialized and technical
files, documents and records; creates and maintains electronic and
physical filing systems; reviews class schedule/galley for accuracy
and researches and resolves discrepancies.
- May provide day-to-day lead work guidance and direction to
other staff and student aides; assigns, schedules and monitors work
for completeness, accuracy and conformance with District,
department and legal/regulatory requirements and standards;
provides information, instruction and training on work procedures
and technical, legal and regulatory requirements.
- Demonstrates sensitivity to and understanding of diverse
academic, socioeconomic, cultural, disability, gender identity,
sexual orientation and ethnic backgrounds of community college
students, faculty and staff.
Education and Experience:
- Tracks, maintains and oversees renewals of a variety of
program, facilities, equipment and software contracts and
- Maintains and updates divisional webpages and online
- Represents the District and/or department on a variety of
internal and external committees; develops partnerships and
liaisons with community agencies, business/industry, local
government, local high schools, other colleges and academic
- Provides backup for other divisional office administrative
- Performs related duties as assigned.
Any combination of experience and
training that would likely provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and
abilities would be:
- Understanding of, and sensitivity to, the diverse academic,
socio-economic, ethnic, religious, and cultural backgrounds,
disability, and sexual orientation, of community college students,
faculty and staff AND
- Graduation from an Associate degree program, AND
- At least two (2) years of journey-level administrative support
experience preferably in an academic setting OR
- An equivalent combination of training and experience.
Additional experience may be substituted for the
education on a year-for-year basis up to two years.
Knowledge, Skills and Abilities
Skills and Abilities to:
- Modern office practices, procedures and equipment including
advanced knowledge of computers and applicable software
- General principles, practices and techniques used in customer
service, public relations and community outreach.
- Division and department goals, objectives, policies, procedures
and practices applicable to area of assignment.
- Rules, policies, procedures and operating practices applicable
to class scheduling, faculty loads and contracts, facilities
scheduling and related functions applicable to the assignment.
- District rules, policies and procedures applicable to
departmental and division operations.
- Basic research methods and analysis techniques.
- District student recordkeeping practices and procedures for
processing student information and interpreting input and output
- District payroll and general accounting systems operations,
practices and procedures applicable to assignment.
- District policies, procedures and rules regarding budgeting,
purchasing and expense reporting.
- Basic grants administration methods and practices.
- Applicable federal, state and local laws, rules and
- Practices and techniques of sound business communication;
correct English usage, including spelling, grammar and
- Safety policies and work practices applicable to the work being
- Basic principles and practices of employee work guidance and
- Applicable Administrative Procedures, Human Resources
procedures and collective bargaining agreements.
Licenses, Certificates and Other Requirements:
- Communicate information accurately and effectively; understand
requests for information or assistance; maintain a courteous and
tactful manner when under pressure or in an antagonistic
- Compose clear, concise and comprehensive correspondence,
reports, studies, agreements, presentations and other written
materials from brief instructions.
- Track and report statistical information utilizing complex
spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring
- Maintain accurate class schedules and room charts for an
academic department, utilizing and integrating information
provided by deans, directors, faculty and others, with direction
and guidance on the more complex scheduling situations.
- Assess work problems, evaluate alternatives and recommend or
adopt effective courses of action in accordance with established
policies and procedures.
- Set priorities and exercise sound judgment within areas of
- Understand, interpret, explain and apply applicable laws,
codes, regulations, policies and procedures.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Establish and maintain effective working relationships.
- Uphold the District’s mission, values and objectives including
equity and Guided Pathways.
- Support an inclusive work environment that fosters diversity,
respect and engagement.
California driver’s license or ability to access and use
Current Salary: $4,309 to $4,988
per month to start
with 5% annual advancement on a 7-step salary schedule. Note: the
maximum initial salary step placement on the
classified salary schedule is step 4.
This is a Full-time, 12 months per year ; Monday
through Friday, 8:00 a.m. – 5:00 p.m., with evenings and
weekends as needed. Classified employees are required to join the
California Public Employees' Retirement System (CalPERS) and as
such contribute up to 7% of their monthly salary to CalPERS on a
pre-tax basis. Position scheduled to begin as soon as possible,
pending Governing Board ratification. Salary is subject to
proration based on beginning date of assignment.
Benefits: Our comprehensive benefits package includes
medical, dental, life, short and long term, and vision (optional)
insurance provided at a share of cost on a pretax basis, CalPERS
Retirement and an Employee Assistance Program. Please see the
on the HR webpage for more information.
Please note : All application materials must be received
by 11:59 pm on the closing date indicated above.
- Completed application
- Answer Supplemental Questions
- Attach unofficial transcripts for college coursework
completed (copies, photos, and downloads are acceptable). Foreign
transcripts must be evaluated for U.S. equivalency at the
applicant’s expense -
click here for more information
Only completed applications with
the above required documents will be reviewed by the committee.
Application materials not required (including reference letters)
for this position will not be reviewed. Remove personally
identifiable information such as personal photos, social security
number, birth date, age, and gender from your application
materials. Expenses related to the recruitment process are the
responsibility of the applicant. Cabrillo is unable to sponsor work
visas. A position eligibility pool may be established in order to
fill other full-time, part-time, or substitute assignments as needs
A search committee will review and invite applicants for an
interview. Meeting the posted requirements does not guarantee an
interview. A written performance exercise and/or presentation may
be a part of the interview, and finalists may be invited to return
for a second interview. All notifications will be via email, and by
accessing your application profile.
Conditions of Employment
Selected candidates given a
conditional offer of employment are required to submit tuberculosis
screening clearance results, official transcripts, proof of
eligibility to work in the United States, and present their Social
Security card upon hire (for payroll purposes).
Cabrillo College is an equal opportunity
employer and actively seeks a diverse pool of qualified applicants.
The policy of the College is to encourage applications from all
persons. No person shall be denied employment because of ethnicity
or race, color, sex or gender, gender identity, gender expression,
age, religion, marital status, disability, sexual orientation,
national origin, medical conditions, status or protected veteran
Persons with disabilities who require
reasonable accommodation to complete the employment process must
notify Human Resources via firstname.lastname@example.org