Administrative Assistant - Substitute/Working Out of Class
Administrative Assistant - Substitute/Working Out of Class
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Job Description
About College of the Desert
The College of the Desert Desert Community College District enrolls approximately 15000 students each academic year with steady enrollment growth each year. College of the Desert embraces diversity in all forms and the right of all people to have access to quality higher education in a safe learning environment. Designated as a Hispanic-Serving Institution (HSI) College of the Desert administers an array of student programs specifically focused on student support and helping students achieve their educational and career goals. As a two-year college we offer Associates Degree for Transfer both in Art and Sciences Associates Degrees and Certificates across a wide range of disciplines.College of the Desert is a district that consists of leadership staff and faculty who are committed to enhancing our community through supporting the academic success of all of our students including students of color students with disabilities students who are first generation to college veterans students of all ages students with diverse socio-economic backgrounds dreamers and students of diverse sexual orientation and gender expression.
When you join College of the Desert you can expect to be part of a diverse inclusive and collaborative community. We provide students with a rich and dynamic learning experience that embraces differences emphasizes collaboration and engages students in and out of the classroom. We are committed to ensuring that College of the Desert is a welcoming place for the success of all students.
Interested in learning more about College of the Desert and the Coachella Valley Visit the links below.
Who We Want:
College of the Desert is seeking individuals from a broad range of cultural heritages socioeconomic backgrounds genders abilities and orientations. As such we prioritize individuals who fully demonstrate their understanding of the community we serve the benefits of diversity in a professional and educational setting and values creating a culture that brings people together. A successful candidate will value working in a collegial collaborative environment that is guided by a commitment to inclusion student education and equity. An equity-minded individual is a person who already does or has demonstrated the desire to:- Understand the importance of holding ourselves accountable as faculty staff and leadership for closing equity gaps and engaging in equitable practices;
- Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility;
- Encourage positive race-consciousness and embrace human difference;
- Reflect on institutional and teaching practices and aim to make them more culturally responsive; and
- Strategically build buy-in and participation among colleagues for equity-related initiatives.
BASIC FUNCTION
Under the direction of a Dean or Director of a major function plan and perform a variety of complex secretarial and technical office duties in an assigned area to assure timely and efficient office operations for the department and relieve the Dean or Director of technical clerical duties; research collect analyze and compile data and information as needed; maintain complex files and records related to departmental operations programs and expenditures.
DISTINGUISHING CHARACTERISTICS
The Administrative Assistant performs duties as primary secretarial support to a Dean or Director of a major function. The Secretary provides support to a Coordinator Director or other supervisor of a small program or function. The Senior Administrative Secretary reports to a Vice President and provides a broad range of administrative support to a College Administrator.REPRESENTATIVE DUTIES
- Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations and relieve the Dean/Director of technical clerical duties.
- Perform various secretarial and administrative duties including answering telephones and greeting visitors; provide information in person or on the telephone or refer to appropriate personnel; open screen and route mail.
- Compose prepare and type a variety of correspondence memos reports and other materials specific to the assignment; proofread materials to assure accuracy and completeness.
- Organize and coordinate office functions activities and communications to assure efficient and effective office operations.
- Develop new and improved systems and procedures as a result of new policies or directives; assist with implementation after securing approval.
- Research analyze and prepare information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
- Make decisions in accordance with laws and regulations and apply them to problem situations; receive and resolve complaints.
- Develop and maintain accurate files and records as required to support the office functions; maintain files in progress and assure proper completion.
- Process documents specific to the office assigned according to established procedures; prepare financial and statistical reports for the Dean/Director.
- Operate office machines including computers and related software applications photocopiers calculators typewriter and other office equipment as assigned; maintain and control various databases.
- Attend meetings and record notes and minutes as required.
- Schedule appointments and meetings and notify appropriate individuals of meeting times and locations; arrange for meeting facilities as needed; prepare calendars as required.
- Maintain an appropriate level of office supplies and order forms and other office supplies as necessary.
- Perform related duties as assigned.
Knowledge of:
Modern office practices procedures and equipment; telephone techniques and etiquette; Record-keeping techniques; operation of office machines including computer equipment and applicable software including word processing spreadsheets database management; and email; correct English usage grammar spelling punctuation and vocabulary; oral and written communication skills; interpersonal skills using tact patience and courtesy; policies and objectives of assigned activities.
Ability to:
Plan and perform complex secretarial and public contact work in support of a Dean/Director; Plan and organize work; read interpret apply and explain rules regulations policies and procedures; evaluate and recommend improvements to systems procedures and methods; work confidentially with discretion; meet schedules and time lines; maintain logs reports and records; answer telephones and greet the public courteously; determine appropriate action within clearly defined guidelines; operate a variety of office machines including a computer and applicable software including word processing spreadsheets database management and email; type at 45 words net per minute from clear copy; communicate effectively both orally and in writing; maintain records and prepare reports; establish and maintain cooperative and effective working relationships with others; maintain confidentiality of student records; understand and follow oral and written instructions; sit for extended periods of time; bend at the waist kneel or crouch.MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
Any combination equivalent to: graduation from high school supplemented by college-level course work with a grade of C or better in computer information systems or business related coursework and three (3) years of increasingly responsible office secretarial or administrative office support experience including some public contact.EMPLOYMENT STATUS
This temporary position is a substitute opportunity for external applicants and a Working Out of Class for internal applicants.
Complete Qualifying Applications must be received by Wednesday July 30 2025
Classified Bargaining Unit Position
Classified Staff Range 12SPECIAL INSTRUCTIONS SUMMARY:
Applications missing any of the required documents listed will not be considered. The following documents are required at the time of application:
REQUIREDATTACHMENTS:
- Online Application: Please fill out your online application completely with all requested details.
- Resume: Must include length of employment (month/year start & end dates) for each employer.
- Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.
- Transcripts:For consideration of college coursework transcripts must be attached. Diplomas will not be accepted in lieu of transcripts. If you do not have transcripts you must have additional experience to qualify. If you do not have transcripts college coursework will not be considered. You may still apply without transcripts but you must have additional experience to qualify. You may attach an additional copy of your cover letter or resume in lieu of transcripts if you do not have transcripts.
- List of Professional References: References should include at leastthree supervisors and two colleagues. Please include name title email and current phone numbers for all references in your application. Letters of recommendation will not be accepted in lieu of the required addition of Professional References.
FAQs
For additional information click here: Recruitment Frequently Asked Questions
PLEASENOTE: - Applicants must be authorized to work for any employer in the U.S.
- College of the Desert does offer sponsorship nor take over sponsorship for an employmentVISA.
- Employment is contingent on residence in California.
Notice to all Candidates for Employment:
The Immigration Reform and Control Act of 1986 Public Law 99-603 requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The Desert Community College District (DCCD) will not sponsor any VISA applications nor take over any VISA.
Employees must reside in California while employed with the Desert Community College District (DCCD).
California Public Employees Retirement SystemandCalifornia State Teachers Retirement System:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the DCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS) who accepts employment with the DCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS
Disability Accommodations:
If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling (760) 773 -2529 or sending an e-mail to .
Attendance Requirement:
All DCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.
Campus Crime and Safety Awareness:
Information regarding campus crime and safety awareness can be found at
Non-Discrimination Notice:
The DCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.
California Fair Chance Act:
The DCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the DCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.
Diversity Equity Inclusion and Equal Employment Opportunity:
The DCCD is committed to creating an academic and work environment that fosters diversity equity and inclusion (DEI) and equal employment opportunity (EEO) for all and ensures that students faculty staff and managers of all backgrounds feel welcome included supported and safe. Our culture of belonging openness and inclusion makes the DCCD a unique and special place for individuals of all backgrounds.
The DCCD is looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community. When you join the DCCD you can expect to be part of an exciting thriving equity-focused and inclusive community that approaches higher education with the lens of social justice and collaboration among students faculty staff managers and community deciding whether to apply for a position at the DCCD you are strongly encouraged to consider whether your values align with the DCCDs mission and goals for DEIA and EEO.
Additional Resources
- Americans with Disabilities Act (ADA)
- California Department of Fair Employment and Housing (FEHA)
- Job Accommodation Network (JAN)
- AP 7100 - Commitment to Diversity
- COD - Equal Opportunity Plan
- Department of Labors Office of Federal Contract Compliance Programs (OFCCP)
THE DCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Employment Type
Temp
