Palomar College
Primary Function
Performs difficult, sensitive and confidential administrative support duties for an assigned dean; creates and maintains department or program-specific tracking systems, reports, records and files required for work processes; provides resources, information and training to department chairs, directors and instructional and non-instructional staff; provides lead-level guidance to Academic Department Assistants (ADAs) and lower-level support staff, and may lead the work of student workers. Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Experience:
Four years of increasingly responsible clerical and secretarial experience, preferably involving frequent public or student contact. Education/Training:
Equivalent to an associate’s degree from an accredited college or university with major coursework in business administration or a related field. Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions. Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated by an appropriate U.S. credentials evaluation service (evaluation to U.S. equivalency and a course by course analysis) by an acceptable U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.naces.org/index, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/. Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values: Access – We make education possible for everyone. Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities. All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. Preferred Qualifications
N/A Licenses and/or Certificates
N/A Supervision Received and Exercised
Supervision Received From:
An Assigned Dean, Instructional or Dean, Counseling Services Supervision Given:
Direction and Guidance Duties and Responsibilities
Essential Functions:
1. Performs, with a significant degree of independence, difficult, technical and administrative work in support of division programs, functions and processes; using standard office software, composes and/or types memoranda, correspondence, meeting minutes, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a sensitive and confidential nature; proofreads and checks all paperwork requiring the dean’s signature for accuracy, completeness and compliance with District standards, policies and procedure. 2. Acts as a liaison in coordinating division matters between the dean’s office and administration, other deans, department chairs, directors, students, faculty, staff and the public; prepares and distributes agendas for meetings; tracks action items and prioritizes requests by departments; follows up on various assignments to ensure that needed action is taken; responds independently to a variety of division matters over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate division staff and/or takes or recommends action to resolve issues; researches and provides documentation in response to California Public Records Act requests for division. 3. Runs, aggregates and analyzes a variety of class schedule reports for upcoming semesters and instructional periods using the District’s enterprise software; assists ADAs with integration of multiple factors including expected enrollments, availability of full- and part-time faculty, classroom space, available budgets, class times of course offerings, lecture/lab requirements, availability of prerequisites, variable units and other course configuration variables to draft schedules for the dean’s review; identifies and resolves issues regarding time and availability of rooms, scheduling conflicts and problems; receives and verifies scheduling information from the dean and incorporates appropriate changes; ensures accuracy of schedules, adequate enrollments, and instructor workload and payroll data. 4. Coordinates and prepares instructional assignments for full- and part-time instructors; calculates faculty load and office hours and obtains signatures for load contracts; prepares, reconciles and maintains division payroll, attendance and time off accounts, records and reports; monitors faculty and instructor hours for compliance with contracts and overload rules; prepares and maintains confidential personnel records and files; coordinates paperwork and tracking of sabbatical and other paid leaves; schedules and coordinates class observations and review meetings with faculty. 5. Assists the dean in developing and monitoring division and grant budgets; creates budget expenditure forecasts; prepares and updates spreadsheets to maintain and reconcile account balances and to track and monitor expenditures throughout the year; researches and corrects discrepancies; prepares and routes check requests for approval; coordinates division travel approval, waivers and expense processing; prepares expense reports and projections and reconciles Cal Card statements and expense reports; processes budgetary adjustments and transfers when warranted; maintains a variety of tracking databases and files for division, departments, fees, materials, programs and activities; prepares or collects data for statistical, financial, enrollment and division activity reports. 6. Provides lead work guidance to ADAs; ensures completeness, accuracy and conformance with District and divisional standards; provides information, guidance and training on work processes, fiscal coding, tracking and reporting, and technical procedures; resolves or escalates ADA problems related to budget, division operations, scheduling and employment-related issues to the appropriate departments or individuals. Marginal Functions:
1. Organizes, maintains and updates confidential and specialized files, documents and records including division personnel records and student records. 2. Updates and maintains content of the division website; ensures the accuracy and consistency of data and the navigability of hyperlinks. 3. Oversees and coordinates divisional special projects. 4. May lead the work of other administrative support staff, volunteers, or hourly staff, providing training and guidance. 5. Performs related duties and responsibilities as required. Knowledge, Skills, Abilities
Knowledge of:
1. Office coordination and administration practices and procedures. 2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. 3. Rules, policies, procedures and operating practices applicable to class scheduling, calculating faculty loads and contracts, facilities scheduling and related functions. 4. Principles, practices, concepts and techniques used in customer service, public relations and community outreach. 5. Functions, rules, policies and procedures applicable to assigned areas of responsibility. 6. Research methods and data analysis techniques. 7. Provisions of the California Public Records Act and the Ralph M. Brown Act. 8. Federal, state and local laws, regulations and court decisions governing area of assignment. 9. General accounting systems and associated systems, practices and procedures for processing accounting information and interpreting input and output data. 10. Advanced uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications. 11. Practices and procedures of public administration for budgeting, purchasing and recordkeeping. Working Conditions
Environmental Conditions:
The employee works under typical office conditions, and the noise level is usually quiet to moderate. Physical Conditions:
Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards. Terms of Employment
The person selected for hire will be required to complete the following pre‑employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre‑employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre‑employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies:
AP 7120 ,
AP 7125 ,
AP 7126 ,
AP 7127 ,
AP 7330 ,
BP 7330 ,
AP 7336 ,
AP 7337 , and
BP 7335 . Full‑time, 40 hours per week, 12 months per year. This position also carries a probationary period of six months from the date of hire. Supplemental Questions
What actions would you take to perpetuate Palomar College’s commitment to antiracism in your new role?
(Open Ended Question) How did you hear about this employment opportunity?
ACCCA.org CalJOBS CCC Registry ChronicleVitae.com (Chronicle of Higher Education) Colleague/Friend/Relative CraigsList DSPSjobs.com EdJoin Handshake HigherEdJobs.com Human Resources at Palomar College Indeed.com indian-affairs.org Job Fair MilitaryJob.com Other Source Palomar College website San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs) SDBCjobs.com Vista Chamber
#J-18808-Ljbffr
Performs difficult, sensitive and confidential administrative support duties for an assigned dean; creates and maintains department or program-specific tracking systems, reports, records and files required for work processes; provides resources, information and training to department chairs, directors and instructional and non-instructional staff; provides lead-level guidance to Academic Department Assistants (ADAs) and lower-level support staff, and may lead the work of student workers. Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Experience:
Four years of increasingly responsible clerical and secretarial experience, preferably involving frequent public or student contact. Education/Training:
Equivalent to an associate’s degree from an accredited college or university with major coursework in business administration or a related field. Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions. Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated by an appropriate U.S. credentials evaluation service (evaluation to U.S. equivalency and a course by course analysis) by an acceptable U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.naces.org/index, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/. Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values: Access – We make education possible for everyone. Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities. All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff. Preferred Qualifications
N/A Licenses and/or Certificates
N/A Supervision Received and Exercised
Supervision Received From:
An Assigned Dean, Instructional or Dean, Counseling Services Supervision Given:
Direction and Guidance Duties and Responsibilities
Essential Functions:
1. Performs, with a significant degree of independence, difficult, technical and administrative work in support of division programs, functions and processes; using standard office software, composes and/or types memoranda, correspondence, meeting minutes, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a sensitive and confidential nature; proofreads and checks all paperwork requiring the dean’s signature for accuracy, completeness and compliance with District standards, policies and procedure. 2. Acts as a liaison in coordinating division matters between the dean’s office and administration, other deans, department chairs, directors, students, faculty, staff and the public; prepares and distributes agendas for meetings; tracks action items and prioritizes requests by departments; follows up on various assignments to ensure that needed action is taken; responds independently to a variety of division matters over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate division staff and/or takes or recommends action to resolve issues; researches and provides documentation in response to California Public Records Act requests for division. 3. Runs, aggregates and analyzes a variety of class schedule reports for upcoming semesters and instructional periods using the District’s enterprise software; assists ADAs with integration of multiple factors including expected enrollments, availability of full- and part-time faculty, classroom space, available budgets, class times of course offerings, lecture/lab requirements, availability of prerequisites, variable units and other course configuration variables to draft schedules for the dean’s review; identifies and resolves issues regarding time and availability of rooms, scheduling conflicts and problems; receives and verifies scheduling information from the dean and incorporates appropriate changes; ensures accuracy of schedules, adequate enrollments, and instructor workload and payroll data. 4. Coordinates and prepares instructional assignments for full- and part-time instructors; calculates faculty load and office hours and obtains signatures for load contracts; prepares, reconciles and maintains division payroll, attendance and time off accounts, records and reports; monitors faculty and instructor hours for compliance with contracts and overload rules; prepares and maintains confidential personnel records and files; coordinates paperwork and tracking of sabbatical and other paid leaves; schedules and coordinates class observations and review meetings with faculty. 5. Assists the dean in developing and monitoring division and grant budgets; creates budget expenditure forecasts; prepares and updates spreadsheets to maintain and reconcile account balances and to track and monitor expenditures throughout the year; researches and corrects discrepancies; prepares and routes check requests for approval; coordinates division travel approval, waivers and expense processing; prepares expense reports and projections and reconciles Cal Card statements and expense reports; processes budgetary adjustments and transfers when warranted; maintains a variety of tracking databases and files for division, departments, fees, materials, programs and activities; prepares or collects data for statistical, financial, enrollment and division activity reports. 6. Provides lead work guidance to ADAs; ensures completeness, accuracy and conformance with District and divisional standards; provides information, guidance and training on work processes, fiscal coding, tracking and reporting, and technical procedures; resolves or escalates ADA problems related to budget, division operations, scheduling and employment-related issues to the appropriate departments or individuals. Marginal Functions:
1. Organizes, maintains and updates confidential and specialized files, documents and records including division personnel records and student records. 2. Updates and maintains content of the division website; ensures the accuracy and consistency of data and the navigability of hyperlinks. 3. Oversees and coordinates divisional special projects. 4. May lead the work of other administrative support staff, volunteers, or hourly staff, providing training and guidance. 5. Performs related duties and responsibilities as required. Knowledge, Skills, Abilities
Knowledge of:
1. Office coordination and administration practices and procedures. 2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. 3. Rules, policies, procedures and operating practices applicable to class scheduling, calculating faculty loads and contracts, facilities scheduling and related functions. 4. Principles, practices, concepts and techniques used in customer service, public relations and community outreach. 5. Functions, rules, policies and procedures applicable to assigned areas of responsibility. 6. Research methods and data analysis techniques. 7. Provisions of the California Public Records Act and the Ralph M. Brown Act. 8. Federal, state and local laws, regulations and court decisions governing area of assignment. 9. General accounting systems and associated systems, practices and procedures for processing accounting information and interpreting input and output data. 10. Advanced uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications. 11. Practices and procedures of public administration for budgeting, purchasing and recordkeeping. Working Conditions
Environmental Conditions:
The employee works under typical office conditions, and the noise level is usually quiet to moderate. Physical Conditions:
Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; repetitive use of hands for extensive use of keyboards. Terms of Employment
The person selected for hire will be required to complete the following pre‑employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre‑employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre‑employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies:
AP 7120 ,
AP 7125 ,
AP 7126 ,
AP 7127 ,
AP 7330 ,
BP 7330 ,
AP 7336 ,
AP 7337 , and
BP 7335 . Full‑time, 40 hours per week, 12 months per year. This position also carries a probationary period of six months from the date of hire. Supplemental Questions
What actions would you take to perpetuate Palomar College’s commitment to antiracism in your new role?
(Open Ended Question) How did you hear about this employment opportunity?
ACCCA.org CalJOBS CCC Registry ChronicleVitae.com (Chronicle of Higher Education) Colleague/Friend/Relative CraigsList DSPSjobs.com EdJoin Handshake HigherEdJobs.com Human Resources at Palomar College Indeed.com indian-affairs.org Job Fair MilitaryJob.com Other Source Palomar College website San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs) SDBCjobs.com Vista Chamber
#J-18808-Ljbffr