Administrative Assistant Scheduling Coordinator

Salary: $65,229.00 - $87,318.00 Annually
Job Type: Classified - Full-time
Job Number: 6981-c-2/25
Closing: 3/2/2025 11:59 PM Pacific
Location: Visalia, CA
Department: Academic Services
Division:

General Description


Under the direction of the Vice President, Academic Services will perform a wide variety of technical, specialized and responsible secretarial and administrative duties and will be responsible for overseeing the scheduling of classes for all Divisions.

This is a full-time, 12-month position.

The work schedule is Monday to Friday from 7:45 a.m. to 4:45 p.m.

Initial salary placement is $65,229

College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.

Job Duties


Job duties of the Administrative Assistant-Scheduling Coordinator include:

• Monitor adjunct loads to make sure they stay at 67% or below
• Input Fall, Spring, and Summer class schedules for all divisions.
• Work closely with all division chairs to develop each semester's class schedule.
• Send scheduling information as required for each Division.
• Attend scheduling meetings for all Divisions, per their procedures.
• Modify class schedule as needed.
• Distribute adjunct faculty verifications.
• Apply procedures for Elevator Malfunctions.
• Organize the day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; assist the administrator with administrative duties.
• Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
• Prepare correspondence and memoranda independently or from oral instructions.
• Prepare and edit a wide variety of materials such as correspondence, reports, forms, applications, memoranda, flyers, brochures and other documents.
• Coordinate communication between the administrator and staff, students, the public or other District or campus officials; obtain and provide information, coordinate activities and resolve issues.
• Greet office visitors and initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take message as necessary.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Compile information and data for reports and assist in the preparation of reports as required.
• Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel as required; maintain records for meetings as required.
• Receive, open and route mail; order, issue and maintain department supplies, forms and equipment.
• Coordinate communication and activities with other educational institutions, vendors, other outside organizations and the public.
• Operate a variety of office equipment such as typewriters, word processors, computer terminals, calculators, copy machines, and dictation equipment.
• Assist in the gathering, preparation and record-keeping of division class schedules to include maintenance record-keeping for all curriculum masters within the District throughout the year.
• Utilize the District's integrated software in performing the required duties of the position.
• Perform related duties as assigned.

Qualifications


Minimum Qualifications (Education & Experience):

Any combination equivalent to:

• Two years of relevant college-level course work in computer applications and business (office skills)
• Three years of increasingly responsible secretarial experience.

Knowledge and Abilities
Knowledge of:

• Organization, policies and rules of assigned department.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Public relations techniques.
• Printing terms and applications as required.
• Classroom scheduling.

Ability to:

• Perform secretarial and administrative assistance duties.
• Interpret, apply and explain rules, regulations, policies and procedures.
• Type 50 words net per minute from clear copy.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers, word processors and dictation equipment.
• Make arithmetic calculations quickly and accurately.
• Understand and follow oral and written directions.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.

Working Conditions
Environment

• Office environment.
• Constant interruptions.

Physical Abilities

• Ability to communicate with students/public.
• Ability to read documents.
• Ability to sit and stand for extended period of time.
• Ability to reach in all directions.
• Ability to lift moderately heavy objects.
• Ability to operate a computer and office equipment.

Application Procedure


To be considered, applicants must submit ALL of the following required material before or by the filing deadline:

• An online job application.
• Letter of interest, which addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.
• Resume
• Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment. Note: Applicants who have completed college or university course work at an institution outside of the United States that is not a post-secondary institution accredited by an accreditation agency recognized by either the US Department of Education or the Council on Higher Education Accreditation (CHEA) must obtain a complete evaluation of foreign transcripts, degrees, and other relevant documents by either NACES or AICE.

Recruitment Analyst: Nancy Yanes 559-737-4886 or nancyy@cos.edu
The Sequoias Community College District is an equal employment opportunity employer committed to prohibiting unlawful discrimination, harassment, including sexual harassment, intimidation, and bullying based on actual or perceived race or ethnicity, color, creed, national origin, religion, sex or gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, medical condition, genetic condition, pregnancy, reproductive health decision making, marital status, military or veteran status, or ancestry.
College of the Sequoias does not sponsor H-1B Visas

To apply, visit https://www.schooljobs.com/careers/cos/jobs/4824781/administrative-assistant-scheduling-coordinator