Short-Term Departmental Assistant
Department: Human Resources

Closing Date: Open Until Filled

Part-Time Temporary Position- Expected end date: June 30, 2023

Up to 29 hours per week based on department need, non-benefited

Classified Salary Schedule, Track 12, Step A (currently $23.04/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 2020-21, we

awarded more than 600 Associate Degrees and 797 career education certificates.

Gavilan College, a Hispanic Serving Institution with a 58% 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

• 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 understands the mission and purpose of the

library and demonstrates a commitment to student-centered practices, effective cross campus collaboration,

purposeful service to the community and culturally responsive practices.

The ideal candidate will be accurate, detail-oriented, and responsible with strong organizational skills. The

individual will need strong customer service and communication skills and the ability to meet constantly changing

priorities. Experience in human resources, preferably in an educational environment, is highly desirable.

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 Substitute

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.

Under general supervision, to provide secretarial and clerical support to a supervisor and staff within a college

department or program; to assist students with accessing resources and programs that promote their academic

success; to prepare routine reports and documents; and to perform related duties as assigned. Performs a variety
of secretarial and clerical duties in support of a college department or program. Work is performed under

clearly defined guidelines from which to make decisions, and the availability of supervision in unique

circumstance. Specific duties will vary depending on the program or department to which assigned.

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,

• Explains departmental programs to students and assists them in completing required application and

• Schedules appointments for students with department faculty or staff.

• Composes routine correspondence, minutes, forms, and other documents; works from notes, brief

• Assists instructors by preparing instructional materials such as workbooks and examinations; monitoring

instructors' absence.

• Assists with preparing routine regulatory and departmental reports by gathering, organizing, and

• Coordinates staff's schedules; maintains calendar of department events and dates.

• Makes travel arrangements such as hotel reservations, conference bookings and airline reservations;

• Coordinates and schedules group meetings; includes booking facilities, typing agendas, sending

• 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 telephone, greets visitors and provides information or refers to correct

• 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:

Knowledge of:

• 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

• Protecting the confidentiality of sensitive information.

• Procedures, regulations, formats, and information specific to the department to which assigned.
  

Skill in:

• Providing office support to a group of individuals with varying needs. Setting priorities, meeting deadlines,

• Operating personal computer for word processing, spreadsheets, and basic desktop publishing.

• 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,

• Researching, compiling, and summarizing a variety of information in various formats. Using initiative and

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:

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 as fumes associated with a process.

Application Process:

To be considered for this excellent opportunity the following items must be received by CCC Registry through the

CCC Registry Website.

1. CCC Registry online application (all sections are required to be filled out: Education, Employment History,
Professional References, General Information, and Diversity Statement). Apply at www.cccregistry.org *

2. Cover letter detailing qualifications and experience *

3. Resume *

4. Equal Opportunity Employer Survey (optional)

• Denotes application materials that are required for full consideration.

As an equal opportunity employer, we are required to compile summary data on applicants for

employment. 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

be kept confidential and separate from all hiring documents and will not be forwarded to the

colleges/departments 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 registry@yosemite.edu or

call (800)245-4157.

**Please contact the CCC Registry at (800)245-4157 AFTER you apply for this job to verbally confirm that

your application is included in this recruitment.

Please be aware, the District does not reimburse for expenses related to the recruitment process.

NON-DISCRIMINATION

Gavilan Joint Community College District is an Equal Opportunity Employer committed to

nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration

status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender,

marital 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.