Academic Department Assistant

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Please see Special Instructions for more details.

• This position will split their assigned duties between the following departments: Chemistry (50%); Earth, Space and Environmental Sciences (50%) .
• The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Posting Details

Position Information Position Title Academic Department Assistant Department Chemistry Department Location San Marcos Full or Part Time Full-Time Category Classified Hours per week 40 Number of Months 12 month Work Schedule Monday - Friday, 8:00 a.m. - 5:00 p.m.

• This position will split their assigned duties between the following departments: Chemistry (50%); Earth, Space and Environmental Sciences (50%) .

Occasional night and weekend hours may be required due to department needs. Grade 23 Salary/Wage $5,267.39 Salary/Wage Frequency Monthly Benefits In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

• Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)
• Vacation, sick leave and 25 paid holidays
• $80,000 employee term life/accident insurance policy (additional buy up options available)
• Employee long-term care insurance
• Employee Assistance Plan (EAP) - Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
• Additional buy up options available for other voluntary insurance benefits
• Enrollment in CalPERS (California Public Employees Retirement System)

The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually. Primary Function Performs a variety of complex and responsible administrative support functions for an assigned academic department or program requiring a detailed knowledge of District policies, practices and procedures; performs class scheduling, instructor load planning and related functions for each semester and instructional period, using District enterprise systems and specialized software; serves as a liaison between the department or program and faculty, students, other academic departments and the community. Minimum Qualifications To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

• Experience: Three years of increasingly responsible clerical or secretarial experience, preferably involving frequent public or student contact.

Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months. AND

• Education: Equivalent to completion of the twelfth grade with some college-level coursework from an accredited college or university 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 (evaluation to U.S. equivalency and a course by course analysis) by an appropriate 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 , or the Association of International Credential Evaluators, Inc. (AICE) website at . Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet . 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; some of which are the following:

• 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 Administrator or Supervisor Duties and Responsibilities Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following:

• Performs a variety of complex procedural and administrative duties in support of an academic department or program, including coordinating office functions and processes; serves as liaison with department/program faculty, students, advisory committees, other academic department or programs, and interested community and professional organizations; ensures the availability of needed supplies and equipment within available resources; provides information in response to questions and inquiries received by telephone, internet, mail, fax and walk-in visitors, ranging from department/course requirements and District procedures to budget balances to hiring processes.

• Evaluates, compiles, maintains, inputs and proofs data for class schedules for upcoming semesters and instructional periods using the District's enterprise software; integrates multiple factors including curriculum changes and updates following established procedures, 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 review; identifies time and availability of rooms within the department's ownership and in other campus locations, schedules room use and resolves scheduling conflicts and problems; develops and maintains room charts for scheduled classes; after initial input, prepares written requests for schedule changes when necessary.

• Verifies and/or assists in coordinating instructor load planning and FTEs; verifies faculty load/schedule information sheets, including data, hours and professional development time, ensuring allowable hours are not exceeded; inputs payroll notifications for classes and teaching assignments; distributes payroll and assignment notifications to all faculty; calculates instructional costs and monitors instructor loads and instructional costs by program.

• Electronically distributes textbook requisition forms to instructors for assigned classes; assists with the submission of orders for textbooks and other materials; reconciles orders with bookstore reports; researches and resolves discrepancies and problems; contacts publishers to ensure correct texts and editions are available and to order preview copies of texts; compiles original instructor text materials to be submitted for publication or duplication.

• Prepares and posts notices on classroom doors to notify students of instructors' absences; assigns a substitute instructor if possible and completes required forms to report instructor absences and assignment of substitutes.

• Monitors enrollments in scheduled classes and assists the department chair in determining if a class needs to be cancelled; verifies instructors have dropped ‘no show' students and submitted census rosters by the established deadline; sends notices of cancelled classes to all applicable staff and notifies students enrolled in the class.

• Provides administrative support for the hiring of new faculty and other department/program employees; coordinates with Human Resource Services regarding requirements and documents; prints and assembles required forms and routes for appropriate signatures; may escort faculty interviewees; follows up with candidates on hiring processes and additional follow-up items; notifies candidates of approvals to work; makes arrangements for new hires, including parking permits, computer access, email addresses and other needs; orients new full- and part-time faculty and other department personnel on District and department policies, procedures and practices; provides support for the annual election of department chair and orients the new chair on relevant department and District procedures; provides support for the annual instructor evaluation process.

• Receives and retains computerized course syllabi of record for each class being taught in an assigned academic department.

• Prepares and processes requisitions for required supplies, equipment and service agreements, assigns proper account codes and obtains required signatures; reconciles and processes invoices for payment; makes authorized purchases using the Cal Card; reconciles Cal Card statements with records of purchases and acquisitions; reviews for accuracy and completeness and processes field trip and waiver of liability forms.

• Assists the department chair in developing and monitoring of department and grant budgets; creates budget expenditure forecasts; prepares and updates spreadsheets to maintain and reconcile account balances and track and monitor expenditures throughout the year; prepares and routes check requests for approval; researches and corrects discrepancies; prepares expense reports and projections; keeps the department chair informed and recommends budgetary adjustments and transfers when warranted.

• Performs a wide variety of other administrative support for the department chair and the department; word processes and proofreads reports, correspondence, brochures, flyers, posters and other written materials; copies materials for faculty; schedules and coordinates arrangements for various seminars, presentations, workshops, open houses and other informational and academic meetings; performs standard event planning tasks; maintains department, confidential and specialized student files and records.

Marginal Functions:

• Updates and maintains content of the department web site; ensures the accuracy and consistency of data and the navigability of hyperlinks.

• May oversee the work of short-term, volunteer or student staff, providing training, guidance and day-to-day direction of their work assignments.

• Assists in scheduling Field and Directed Study Courses; accepts reservations and receives and processes payments.

• Assists and provides administrative support for scheduling and conducting final examinations.

• Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities Knowledge of:

• Office support and administration practices and procedures, including filing and recordkeeping systems.

• Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.

• Rules, policies, procedures and operating practices applicable to class scheduling, calculating faculty loads and contracts, facilities scheduling and related functions.

• Advanced uses of standard business applications including word processing, spreadsheet and database software and other specialized software applications.

• Policies and procedures applicable to budget, purchasing, payroll and financial recordkeeping.

• Basic research methods and data analysis techniques.

• Federal, state and local regulations including terminology and processes applicable to areas of assigned responsibility.

• Concepts, practices and techniques of customer service.

Skill in:

• Coordinating, overseeing and providing effective day-to-day administrative support for an academic department.

• Organizing, setting priorities and taking initiative in areas of responsibility with the need for only limited supervision.

• Interpreting, explaining and applying administrative policies, procedures and practices, relative to assigned areas of responsibility, ensuring consistency and a high degree of accuracy.

• Evaluating alternatives and reaching sound decisions within areas of assigned responsibility.

• Compiling and maintaining accurate class schedules and room charts for an academic department, utilizing and integrating information provided deans, directors, faculty and others, with direction and guidance on the more complex scheduling situations.

• Performing research and compiling a variety of complex administrative and statistical reports.

• Operating a computer, enterprise software, word processing and spreadsheet software and other standard business equipment.

• Preparing clear, concise and accurate correspondence, reports, documents, data entries and other written materials with limited direction.

• Communicating clearly and effectively orally and in writing.

• Organizing and maintaining academic department and other records and files.

• Maintaining the confidentiality of student files and records.

• Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

• Exercising a high degree of tact, diplomacy and discretion in dealing with sensitive, complex and confidential issues.

• Establishing and maintaining effective working relationships with those encountered in the course of work.

Working Conditions Environmental Conditions : The employee works under typical office conditions with extensive exposure to computer screens and contact with faculty, students, other departments and the public. 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

• Full-time, 40 hours per week, 12 months per year.
• 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 .

Posting Detail Information Open Date 05/06/2024 Close Date 05/20/2024 Open Until Filled No Posting Number P0905P Additional Application Information

• This position will split their assigned duties between the following departments: Chemistry (50%); Earth, Space and Environmental Sciences (50%) .
• The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * What does antiracism mean to you? How would you enact your definition of antiracism in this position at Palomar College?

  (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 (
  • SDBCjobs.com
  • Vista Chamber

• If other source, please specify.

  (Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter

• Resume/CV

Optional Documents

• Supplemental Materials

• Supplemental Materials 2

• Supplemental Materials 3

• Transcript 1

• Transcript 2

• Transcript 3