Departmental Assistant

Departmental Assistant Department: Career Education (Position Number: CL0189)

Please note that internal applications that meet all eligibility requirements as per CSEA bargaining agreement, article 12, and are received Wednesday, April 10, 2024, by 5:00pm will be considered and
reviewed. If the position is filled by an internal candidate, the external applications will not be considered. All
candidates will be informed of any status updates.
Internal Posting Closing Date: April 10, 2024 Full-Time 12-month Position (1.0 FTE) 40 hours per week plus benefits Classified Salary Schedule, Track: 12 (Currently: $25.07 - $31.08 per hour) About Gavilan: Located in the heart of California between San Jose and Monterey, Gavilan College's main campus in Gilroy
serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers
located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs.
Our community recently voted to pass Measure X, a bond to renovate the main campus and build a full-
service campus in Hollister. Gavilan is proud to meet the needs of our growing community, offering high-
quality education in more than 70 transfer-related fields and over 30 industry-relevant career pathways; In
2023, we awarded over 1,200 Associate Degrees/career education certificates.
Gavilan College, a Hispanic Serving Institution with a 60% Latinx student population, is committed to
achieving educational equity for all students. We work to provide students with a rich and relevant learning
experience that emphasizes student engagement in and out of the classroom, encouraging students of all ethnic
and socioeconomic backgrounds to realize their goals and become socially responsible leaders. When you join
our team at Gavilan College, you will become part of an innovative and equity-focused community that
approaches higher education as a matter of social justice, requiring broad collaboration among faculty, staff,
administration, students, and community partners.
Gavilan College fosters justice, equity, diversity, and inclusion through its Principles of Community. As a
member of the Gavilan College community, you will join us in valuing the worth and dignity of every person,
the pursuit of truth, devotion to excellence, and the principles of democratic citizenship. All Gavilan
employees strive to maintain these ideals in an environment of inclusiveness and mutual respect. We live
these shared Principles of Community and work collaboratively to serve as a model of an exemplary, student-
centered community-serving college.
Ideal Candidate: Gavilan College is committed to recruiting individuals that embody our Principles of Community by:
actively demonstrating a commitment to embracing and celebrating diversity;

committing to collaboration, effective communication and the development of strong working relationships; promoting purposeful inclusion of all groups and the free exchange of ideas in a respectful, trusting and considerate environment; and demonstrating commitment to a college which prioritizes equity in resource allocation.

The ideal candidate for this position is an equity-minded individual who understands the importance of
holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to
attract candidates who view the elimination of inequities as an individual and collective responsibility and
who are able to reframe inequities as a problem of practice.
The ideal candidate is a bilingual individual who will demonstrate cultural competency in a fast-paced
environment. The ideal candidate has the ability to move from one project to another, have strong attention to
detail, and time management skills.
The Position: Are you interested in creating an exceptional educational environment for students who are part of a dynamic,
inclusive community? If you see yourself as a professional who empowers students of diverse backgrounds to
reach their potential through innovative, structural change, we invite you to apply for the Departmental
Assistant position. At Gavilan College, we welcome your commitment to fostering a learning environment
where resources are devoted to developing opportunities for students to break barriers and thrive as scholars
and community members.
Distinguishing Characteristics :
This classification independently performs difficult and complex administrative, technical and
office support work in coordinating multiple or higher-impact College student support services
programs, working with a program director, dean or vice president. Responsibilities of this class
include student and program advocacy, outreach and recruitment, and administrative functions such
as budget projection, allocation and monitoring, maintaining and updating detailed records and
financial accounts, and preparing periodic and special reports including those to the Chancellor's
office. Assignments at this level require incumbents to exercise discretion and independent
judgment within general program and College guidelines. Positions in this class may provide lead
direction to others.
Essential Duties: The following duties are typical of those performed 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.
Performs a variety of secretarial and clerical duties including word processing, filing, gathering information, checking and posting data; opening and distributing incoming mail and supplies; and duplicating materials;
Explains departmental programs to students and assists them in completing required application and registration materials; Schedules appointments for students with department faculty or staff; Composes routine correspondence, minutes, forms and other documents; works from notes, brief instructions or prior documents; Assists instructors by preparing instructional materials such as workbooks and examinations; monitoring and posting student attendance data; posting exam results; and distributing assignments or class materials in instructors' absence;
Assists with preparing routine regulatory and departmental reports by gathering, organizing and summarizing information from a variety of sources into usable formats; Coordinates staff's schedules; maintains calendar of department events and dates; Makes travel arrangements such as hotel reservations, conference bookings and airline reservations; prepares conference request forms; Coordinates and schedules group meetings; includes booking facilities, typing agendas, sending announcements and assembling information;
Records and transcribes minutes of department meetings; Assembles and maintains student files, ensuring accuracy, completeness and security; Prepares, types and copies informational materials; designs and updates handouts; Performs reception duties; answers telephones, greets visitors and provides information or refers to correct office; Maintains inventory of supplies and forms; prepares purchase requisitions; May serve as department cashier including depositing funds at the Business Office; May train, and provide work direction and guidance to student workers.

Minimum Qualifications Education and Experience: Any combination of training and experience
equivalent to:
Knowledge:
English grammar, spelling, punctuation and composition. Standard formats for letters, memos and reports. Personal computer applications software including spreadsheets and word processing. Proper method and format for recording and transcribing meeting minutes. Protecting the confidentiality of sensitive information. Procedures, regulations, formats and information specific to the department to which assigned.

Skills and Abilities:
Providing office support to a group of individuals with varying needs. Setting priorities, meeting deadlines and completing work. Operating personal computer for word processing, spreadsheets, and basic desktop publishing. Understanding and following written procedures and regulations. Office organization and the ability to handle multiple tasks with constant interruption. Establishing and maintaining effective working relationships with those contacted in the course of work, including occasional incidents where a student becomes frustrated with the process. Researching, compiling and summarizing a variety of information in various formats. Using initiative and judgment within established guidelines.

Other Requirements:
Specified positions within this class may be required to possess a valid California driver's license
and have a satisfactory driving record; specified positions within this class may require certification
of bilingual skill; specified positions within this class may require being able to pass fingerprint
clearance, physical and tuberculosis test to work with young children.
Illustrative Education and Experience: A typical way to obtain the above knowledge and skill is a combination of education and experience
equivalent to:
Completion of high school, and at least one year of responsible secretarial or office
experience; business or secretarial training and experience in an educational institution is
desirable.
Physical Characteristics: The physical abilities involved in the performance of 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 listen and communicate; bending
and reaching to obtain or replace files and records. This work is typically performed indoors in a
typical office environment, but may involve limited exposure to elements in picking up or
delivering materials, and/or environmental exposures unique to a particular department setting,
such a s fumes associated with a process.
The physical characteristics described here are representative of those that must be met by employees to
successfully perform the essential functions of this class. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Application Process: To be considered for this excellent opportunity the following items are required to be received by the CCC
Registry no later than 5:00pm on Wednesday, April 10, 2024 on the following CCC Registry website:
1. CCC Registry online application (all sections are required to be completed, Education, Employment
History, Professional References, General Information). Apply at *
2. Cover letter detailing qualifications and experience*
3. Abbreviated Curriculum Vitae or Resume*
Denotes application materials that are required for full consideration. As an equal opportunity employer, we are required to compile summary data on applicants. We are requesting
your assistance in providing the information on the personal and ethnicity section of your CCC Registry
profile. The completion of the questionnaire is voluntary. The form will remain in the Human Resources
department and will be kept confidential and separate from all hiring documents. It will not be forwarded to
those making employment decisions.
If you have questions related to the CCC Registry or technical aspects regarding submitting application
materials on the CCC Registry website, please contact the CCC Registry directly at or
call .
Please make sure to contact the CCC Registry at AFTER you have applied for this job to
verbally confirm that your application materials were submitted correctly and that your application is included
in this recruitment.
If you have a verifiable disability and require accommodation to complete the application process, please
contact the Human Resources Office at .
Please be aware, the District does not reimburse for expenses related to the recruitment process.


NON-DISCRIMINATION G avilan Joint Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis
o f ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender,
gender identity, religion, sexual orientation, transgender, marit al status, veteran status, medical condition, physical or
mental disability and any other status protected by applicable federal and state laws. Applicants who require
accommodations to complete the application or interview process, please contact the Human Resources Office at (408)
852-2823 for assistance.