Division Administrative Assistant, School of English, Library, and Language Arts (ELLA)

Division Administrative Assistant, School of English, Library, and Language Arts (ELLA)

Salary

See Position Description

Location

6500 Soquel Drive, Aptos, CA

Job Type

Full-time (100%)

Job Number

2026-02217

Department

ELLA (School of English, Library and Language Arts) Division Office

Division

ELLA (School of English, Library and Language Arts)

Opening Date

10/29/2026

Closing Date

11/18/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Please apply for this job directly on the Cabrillo College job opportunities page here.

Employment Opportunity

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population, promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is a Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

This full-time, 11-month-per-year, Division Administrative Assistant provides varied and complex office administrative assistance to the Academic Dean of the School of English, Library, and Language Arts (ELLA), and associated faculty and staff; acts as a liaison between the Dean and other District departments and students; provides information and assistance to students and faculty; creates and maintains department-specific tracking systems, budget tracking and monitoring, reports, records and files required for work processes; supports Dean with faculty human resources processes and assignment tracking; provides resources, information and training to department staff; may provide lead-level guidance to classified staff; and performs related duties as assigned.

The ideal candidate will share Cabrillos commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 10,500+ students per term. As of the 2025 Academic Year, 71% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (49%), Multi Ethnic (20%), Asian (1%), Black Non-Hispanic (<1%), Filipino (<1%), American Indian/Alaskan Native(<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

COMPENSATION AND BENEFITS:

Starting Salary Range: $5,137 to $5947 per month, with initial placement up to step 4 on the classified salary schedule. Annual salary is the monthly rate x 11 months. This full-time position (40 hours per week, eleven (11) months-per-year. ) features 5% annual increases up to Step 7. Office hours for this assignment are Monday through Friday, 8:30 a.m. - 5:30 p.m., with evenings and weekends as required.

Classified-designated employees are required to join the California Public Employees Retirement System (CalPERS) and, as such, contribute 8% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Benefits: Our comprehensive benefits package includes medical, dental, life, short- and long-term, and vision (optional) insurance provided at a share of cost on a pre-tax basis, CalPERS Retirement, and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance: This opportunity is a full-time assignment, 11 months per year. Accrual rates are prorated based on percentage and months of assignment. Classified employee benefits include:

• Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)

• Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually

• Twenty-two (22) paid holidays annually

• Five percent (5%) Longevity award annually after ten (10) years of service, with increases to fifteen percent (15%) at twenty (20) years

• Professional Growth educational incentive program

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• Provides administrative support to an instructional Dean; acts as liaison in coordinating calendar and matters between the Dean's office and other departments, divisions, students, and other constituents; represents the division over the phone, in person, and online.
• Provides information and assistance to students and the public regarding divisional class offerings and prerequisites, campus resources, and various other matters; handles issues that may require sensitivity, tact, and independent judgment; researches requests or complaints and refers matters to appropriate faculty or staff and takes or recommends actions to resolve issues.
• Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents routed for signature are accurate and complete; drafts materials for submission to the Governing Board and committees.
• Creates and maintains tracking systems, spreadsheets and small databases; independently performs research for staff on specific student/department issues and programs; ensures programs and services meet funding guidelines and data-tracking requirements and generate performance reports for District and grant compliance.
• Acts as liaison with the Business Office and fiscal support staff; reviews, submits, and tracks requests for payments and purchase orders in accordance with District policies and procedures; performs administrative functions for assigned budgets, for example, monitors budget usage and fund percentages, initiates budget transfers and journal entries, and generates reports; refers budget management questions such as annual planning, expenditure approvals, and allocation adjustments to the supervisor or designee; tracks multiple funding sources and ensures expenditures are compliant; assists with ordering equipment and materials; coordinates full- and part-time staff and faculty payroll administrative processes at the division level.
• Maintains and coordinates a variety of dean, division and/or department calendars; makes meeting arrangements including preparing and posting agendas and notices and planning meeting logistics; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes follow-up documentation; may provide administrative support to a committee.
• Coordinates facility and classroom use and resolves scheduling conflicts; coordinates key and keycard authorization tracking and distribution.
• Coordinates administrative processes for department hiring of faculty, staff, student, and independent contractor positions including submitting and tracking requisitions, assisting selection committee with materials, and scheduling and preparing contracts and hiring paperwork; coordinates and participates in new faculty onboarding and orientation processes; tracks time off and other personnel actions.
• Assists the Dean in tracking faculty assignments; monitors adjunct and overload contracts; processes absence and related forms, including adjunct assignment notifications; coordinates administrative activities and timelines for the faculty evaluation process.
• Supports full-time and adjunct faculty; assists with office hour scheduling, syllabi requirements and submission, rosters, and other census reports.
• Organizes, maintains and updates specialized and technical files, documents and records; creates and maintains electronic and physical filing systems; reviews class schedule/galley for accuracy and researches and resolves discrepancies.
• May provide day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.

OTHER DUTIES

• Tracks, maintains, and oversees renewals of a variety of program, facilities, equipment, and software contracts and licenses.
• Maintains and updates divisional webpages and online calendar.
• Represents the District and/or department on a variety of internal and external committees; develops partnerships and liaisons with community agencies, business/industry, local government, local high schools, other colleges and academic institutions.
• Provides backup for other divisional office administrative support staff.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• An understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities, and sexual orientations of community college students, faculty, and staff; and
• Graduation from an associate degree program; and
• At least two years of journey-level administrative support experience preferably in an academic setting; or
• An equivalent combination of training and experience.

Additional experience may be substituted for the education on a year-for-year basis up to two years.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
• General principles, practices and techniques used in customer service, public relations and community outreach.
• Division and department goals, objectives, policies, procedures and practices applicable to area of assignment.
• Rules, policies, procedures and operating practices applicable to class scheduling, faculty loads and contracts, facilities scheduling and related functions applicable to the assignment.
• District rules, policies and procedures applicable to departmental and division operations.
• Basic research methods and analysis techniques.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures applicable to assignment.
• District policies, procedures, and rules regarding budgeting, purchasing, and expense reporting.
• Basic grants administration methods and practices.
• Applicable federal, state and local laws, rules and regulations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Safety policies and work practices applicable to the work being performed.
• Basic principles and practices of employee work guidance and direction.
• Applicable Administrative Procedures, Human Resources procedures and collective bargaining agreements.

Skills and Abilities to:

• Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
• Compose clear, concise, and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Perform mathematical calculations; assist in monitoring departmental budgets.
• Maintain accurate class schedules and room charts for an academic department, utilizing and integrating information provided by deans, directors, faculty and others, with direction and guidance on the more complex scheduling situations.
• Assess work problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
• Set priorities and exercise sound judgment within areas of responsibility.
• Understand, interpret, explain, and apply applicable laws, codes, regulations, policies, and procedures.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain effective working relationships.
• Uphold the District's mission, values, and objectives, including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect, and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:

A valid California driver's license or ability to access and use alternative transportation.

Additional Information

Application Process:

• Complete the application with a minimum of three (3) professional references and answer all supplemental questions; provide detailed information to aid in determining that the minimum qualification requirements have been met

• Attach resume

• Recommended (but not required): Attach all unofficial transcripts for college coursework completed, if applicable (copies, photos, scans, and downloads are acceptable) displaying any degrees conferred. Foreign transcripts must be evaluated for U.S. equivalency at the applicant's expense -click here for more information.

Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters or letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, Social Security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established to fill other full-time, part-time, or substitute assignments as needs arise.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes). Cabrillo is an E-Verify employer.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at cabrillohr@cabrillo.edu.

Questions? Concerns? Please contact HR, as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Cabrillo College currently provides a benefit stipend contribution for medical, dental, life and long-term disability insurance for full-time employees and eligible dependents. Please note: Employees who work less than 1,040 hours per year are not eligible for benefits. More than part-time contracts will receive a pro rata benefit stipend based on the percentage of assignment.

Classified employees are required to join the California Public Employees Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis. (For additional details you can visit the CalPERS webpage.)

For more information related to benefits, please visit the Cabrillo College Human Resources Benefits webpage on our website.

01

IMPORTANT: All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process. Be concise, yet specific and informative in your responses to these supplemental questions. "See resume", "Will be answered during interview", attachments, or links/URLs (unless a question specifically requires it) will not be accepted as a substitute for your responses to the questions in the following boxes. Please indicate below that you have read and understood these instructions.

• Yes
• No

02

The principles of Diversity, Equity, Inclusion, and Accessibility (DEIA) are core to Cabrillos Mission. Please give a specific example of how you have supported an environment where differences are valued, encouraged, and supported.

03

This position serves students, faculty, and the public, often as the first point of contact. Describe a time you provided customer service in a fast-paced or high-demand environment. How did you ensure people felt supported and respected?

04

Describe your experience coordinating meetings, events, or administrative processes (such as scheduling, agendas, minutes, purchasing, or travel). What steps do you take to ensure details are handled accurately and on time?

05

Have you attached all documents listed as required in the "Application Process" section of the Job Bulletin to this application?

• Yes
• No

06

I understand and reconfirm my consent and authorization that if I am a final candidate for this position, Cabrillo College or its authorized agent(s) may conduct comprehensive, job-related background and/or reference checks, including job history, criminal history, identity check, and/or fingerprinting. This reconfirmation question and its answer are confidential and will not be seen by the Search and Selection Committee.

• I agree
• I do not agree

Required Question

Employer Cabrillo College

Address 6500 Soquel Dr

Building 1550

Aptos, California, 95003

Phone (831) 479-6217

Website http://cabrillo.edu