Job Details

Administrative Assistant/Scheduling Specialist for the Dean

Position Number: 6408937
Location: San Luis Obispo, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant/Scheduling Specialist for the Dean

Cuesta College

Salary: $64,008.00 - $77,796.00 Annually
Job Type:
Job Number: FY2526-00004
Location: San Luis Obispo Campus, CA
Department: Student Success & Support Programs
Closing: 8/11/2025 11:59 PM Pacific

Job Description Summary

DEFINITION
Under general supervision of the Dean of Academic Affairs or the Dean of Student Services, assist in the administrative duties supporting academic affairs or student services.

DISTINGUISHING CHARACTERISTICS
The Administrative Assistant/Scheduling Specialist for the Dean is distinguished from other positions due to the required level and scope of knowledge of instructional or student services programs including the technical aspects of class scheduling, policies and procedures, categorical and regulatory program requirements, contract provisions for hiring, and workload and performance evaluation. Incumbents in this position support student learning outcomes and institutional effectiveness by facilitating processes required for district operations.

ABOUT THE COLLEGE

Where You Will Work
Serving all of San Luis Obispo County, Cuesta College has provided comprehensive associate degree offerings, certificates, and community programs to the region since 1964. The main campus is located along scenic Highway 1, west of San Luis Obispo and east of the beaches of the Pacific Ocean. Cuesta College has a North County Campus in Paso Robles, and South County Center, in Arroyo Grande.

Who We Are

Equity, diversity, and inclusion are essential to our culture and the work we do. Cuesta College is proud to be a designated Hispanic-Serving Institution (HSI) committed to racial and socio-economic diversity as it reflects our communities and student populations. We actively seek to attract candidates who share this commitment to equity, diversity, and inclusion. As part of the Cuesta College team, you can expect to be part of a collaborative community of faculty, classified professionals, administrators, students, and community partners advancing educational excellence with intentional support services leading to student success and completion.

Additional information about the college can be found at https://www.cuesta.edu/about/index.html
The college planning documents can be found at https://www.cuesta.edu/about/collegeplans/index.html
Our Student Equity Action Plan can be found at https://www.cuesta.edu/about/info/student-equity-initiatives/equity/index.html
We offer comprehensive benefit options. Information about benefits can be found at https://www.cuesta.edu/about/depts/benefits-insurance/index.html

Essential Functions & Qualifications

ESSENTIAL FUNCTIONS

Provide high level administrative duties for the office of the Dean;
Schedule appointments and maintain appointment calendar for the Dean;
Coordinate, plan, and facilitate successful Cluster/Department events;
Demonstrate strong planning and project coordination skills;
Assist the Dean in faculty/staff recruitment and hiring processes;
Explain College policies and regulatory procedures to the public, administrators, faculty, and staff;
Maintain SharePoint and Website as required;
Coordinate travel arrangements, to include processing of all applicable documents;
Assist in the organization of the Institutional Program Planning and Review process;
Facilitate the processing of student concerns and complaints;
Demonstrate ability to analyze problems, make recommendations, take appropriate courses of action and exercise good judgment in decision making.
Maintain the class schedule database throughout the semester, entering changes, additions and deletions, and distribute schedule updates to appropriate departments, identify and correct scheduling problems including error checking faculty loads, verifying correct State-mandated data elements, resolving conflicts, and communicate information as appropriate;
Provide technical expertise to faculty and staff;
Coordinate all schedule-building timelines and distribute and collect materials used by the divisions in constructing class schedules;
Monitor curriculum changes and the impact of those changes on the schedule;
Design and produce a variety of computer-generated statistical reports as requested;
Create and maintain faculty workload records including exceptions for release time, carryovers, large class assignments, and load adjustments;
Gather, assemble, and distribute materials for faculty evaluations; schedule pre and post conferences; monitor timelines for the evaluation process;
Coordinate, distribute, and track Flex contracts for all Cluster;
Coordinate the recruitment and evaluation process for division chairs, directors and/or coordinators;
Perform other related duties as assigned.

Essential functions of particular positions within classifications may vary because job duties may vary by work location.

QUALIFICATIONS

Education:

Required

Associate's Degree.

Preferred

Extensive database management experience or expertise working with an enterprise resource management program such as PeopleSoft or Banner.
Bachelor's degree.

Experience:

Required

Three years of progressively responsible administrative experience.

Preferred

Class scheduling experience in a school or community college;
Experience working with categorical or regulatory programs;

Knowledge of:

Project or class scheduling, time management, and coordination;
Community College organization, policies, rules, and programs including Federal and State mandated privacy requirements and accommodations;
Proficiency in the use of Microsoft Office Suite and Windows
Correct usage of English, grammar, spelling, punctuation, and vocabulary;
District policies and procedures.

Ability to:

Apply a high level of judgment and discretion; adapt to the dynamics of organizational, procedural and policy changes;
Maintain confidentiality of student as well as personnel matters, records, data base information and other sensitive files;
Plan, organize, coordinate, complete and follow-through with multiple tasks;
Work with a very high level of independence, initiative, and accountability;
Understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions;
Meet critical deadlines;
Communicate effectively orally and in writing;
Establish and maintain cooperative working relationships with those contacted in the performance of duties;
Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.

Physical ability to:

Read and comprehend printed matter and text and data on computer monitors;
Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
Sit or stand for extended periods of time;
Lift and/or carry 25 pounds;
Exert manual dexterity sufficient for keyboard and other office equipment operation.

License and Certificates (current within the last year):Required

Valid driver's license and eligible to obtain California driver's license upon hire.

Additional Information

Must be able to work Monday-Friday, 8am-5pm (1 hour lunch).

REQUIRED DOCUMENTS TO APPLY
Candidates will be required to submit ALL of the required documents below when applying for this position. When uploading documents, PDF uploads are preferred.

Cover letter;
Resume;
Reference List (see further instructions below);
Diversity statement (see further instructions below).

Diversity Statement Instructions: Cuesta College is committed to building and maintaining a workforce that reflects and honors the diversity of our students. It is important to us that our faculty, staff, and administrators demonstrate an understanding of, sensitivity to, and respect for the diverse academic, socioeconomic, ethnic, and religious backgrounds as well as sexual orientation and abilities of all constituents in the Cuesta College community.
In 500 words or less, with consideration to our Mission Statement and our values expressed above, please explain how you will demonstrate your commitment to diversity, equity, and inclusion in this position.

Reference List Instructions: Your reference list must include three professional references, their contact information, and their relationship to you.

Completed online applications and all supporting documents must be submitted by the closing date for this position. LATE, INCOMPLETE, FAXED, MAILED OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

ADDITIONAL INFORMATION
Cuesta College will not sponsor any visa applications.

San Luis Obispo County Community College District ("Cuesta College") is an equal opportunity employer committed to nondiscrimination on the basis of race, ethnicity, color, religion, national origin, sexual orientation, gender, gender identity, gender expression, marital status, medical condition, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), age, disability (physical and mental), genetic information, military and veteran status, or any other characteristic protected by applicable federal and state law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Reasonable accommodations will be provided for applicants with disabilities who self-disclose. Cuesta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.

In compliance with California law, all prospective staff and students are entitled to read the Annual Security Report, published each October by the Cuesta College Department of Public Safety. This report contains information about our emergency and crime reporting procedures, as well as crime statistics for the past 3 years. You may request a copy of this report at one of our two Public Safety Offices: on SLO campus at Building 6600A or on North County Campus at building N1021, during campus business hours. You may also access the complete text of this report at the following website address: https://www.cuesta.edu/about/depts/publicsafety/clery_act

Cuesta College uses E-Verify as part of the I-9 process to verify the work eligibility of all new hires. E-Verify is an Internet-based system that compares information from an employee's Form I-9 to data from U.S Department of Homeland Security and Social Security Administration records. For further information, visit: https://www.cuesta.edu/about/depts/humanresources/Job_Opportunities.html

Interview Process Information

Selected applicants will be invited to attend a Zoom interview on Thursday, August 28, 2025.

To be considered for this position please visit our web site and apply on line at the following link: https://www.governmentjobs.com/careers/cuesta

The San Luis Obispo County Community College District promotes inclusiveness, prohibits discrimination, and encourages all qualified persons to apply. As an Equal Employment Opportunity Employer, Cuesta College actively seeks candidates with diverse backgrounds to assist students, staff, and faculty. For ADA (Americans with Disabilities Act) assistance with the application and/or interview process, please contact the Human Resources Office: (805) 546-3129.