Job Details

Full-time/Non Exempt 40 hours per week; 12 months per year
CSEA Range 27; $3,916.75 per month
Tentative interview dates: January 7th and 8th, 2019
Relocation reimbursement may be authorized. Please contact Human Resources for more information.

Some highlights and details associated with this position:

• College Campus work schedule of Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday 8:00 a.m. - 12:00 p.m. Over the summer, that changes to Monday - Thursday 7:00 a.m. - 5:00 p.m. with Friday off.
• Health benefits: The District offers several plans to employees, many of them at no cost to the employee. Additionally, Butte College employees have access to two Health and Wellness Centers through Butte Schools Self-Funded Programs. Employees can receive free or reduced cost care (depending on plan election).

The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *

1. Organizes and oversees the activities of an assigned division to assure efficient and effective division operations; coordinates communications; assists the Dean with administrative matters and special events, applying a high level of confidentiality, responsibility and judgment*
2. Provides technical assistance and guidance to students, staff, faculty and administrators in the interpretation and clarification of registration, scheduling and certificate requirements, policies and procedures*
3. Acts as key contact for student issues/complaints; solves problems, makes contacts for students and routes students through appropriate channels*
4. Performs a variety of duties in support of functions delegated to the Dean; interprets and applies federal, state and District rules and regulations as appropriate*
5. Maintains current budget information; monitors budget expenditures; assists in budget expenditures, processes and routes budget paperwork and assists in budget preparations for District and categorical funds*
6. Coordinates activities between the Dean and staff, students, the public, outside community and state agencies, Chancellor's Office, or other District or college officials; obtains and provides information, coordinates activities and resolves problems*
7. Receives and opens mail determining priority of issues; responds independently where appropriate; directs all mail for the division*
8. Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts, budget sheets and memoranda (independently and/or from oral instructions), maintaining confidentiality*
9. Develops schedules of classes and catalogs related to division activities and services as assigned; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and time lines; generates and updates reports on an on-going basis*
10. Coordinates and maintains requests for rooms and facilities on and off-campus*
11. Utilizes computers to perform advanced-level document production including complex formatting of documents, creating charts, establishing and maintaining databases, using spreadsheets and a variety of software and hardware*
12. Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments, and maintains Dean's calendar*
13. Coordinates travel arrangements for Dean, faculty, and others manages travel arrangements, hotel accommodations and conference attendance paperwork*
14. Responds to requests for information from students, staff and the general public regarding District-wide programs, policies, procedures and regulations*
15. Maintains a variety of files and records including those of a confidential nature*
16. Gathers and compiles difficult and complex statistical information and prepares narrative reports for such items as program and curriculum review; handles grant and state reporting information and management; duplicates, collates, and distributes materials*
17. Prepares agenda items for meetings; attends meetings, prepares minutes for distribution and maintains records
18. Conducts interviews, recommends hire, schedules and provides training and direction to student assistants and short-term employees; participates as requested in hiring personnel and provides input regarding performance evaluations*
19. Orders and disburses forms, supplies and equipment for departments, faculty and students; orders materials for the community*
20. Coordinates faculty evaluation process including scheduling observations, preparing narratives, maintaining employee confidentiality, files and records*
21. Assists Dean with coordinating evaluations of faculty, management, coordinators and others; schedules observations, prepares narratives, maintains employee confidentiality, files, and records*
22. May assist Dean with administration of the District's Fee Postponement Program; researches records; maintains in-depth knowledge of the registration program
23. May assist Dean in coordinating the District's Americans with Disabilities Act program; researches records, maintains database files
24. May assist Dean with student complaints and/or discipline process including attendant appeal process; provides research, records interviews, preserves files and records
25. May serve and/or represent division on a variety of District committees as requested
26. May perform other duties as assigned

MINIMUM QUALIFICATIONS:
EDUCATION/EXPERIENCE:

• Associate's Degree in office information systems or a related field or the equivalent*; AND
• Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
• Graduation from high school, G.E.D. or the equivalent**.

• N/A

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

• Previous experience working for a Dean, Administrator or a Manager within a higher educational setting.
• Hold and maintain a valid driver's license throughout duration of employment with the District.
• Four (4) years of increasingly responsible, closely related work experience.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
No assigned permanent staff to supervise. May provide work direction to student and short-term employees. May provide leadership and team support to departmental staff and other campus employees.

PHYSICAL EFFORT:
Normal office environment.

CONTACTS:
Faculty, staff, administrators, students and the general public.

WORKING CONDITIONS:
Normal office environment.

PRE-EMPLOYMENT REQUIREMENTS:

1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
2. Education Code 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.