San Luis Obispo County
Community College District
May 2015
FACILITIES SERVICES SPECIAL EVENTS AND PROJECTS ASSISTANT
(Classified Bargaining Unit Position)
(Range 27)
DEFINITION
Under general direction serve as an assistant to the Director of Facilities Services, Planning and Capital
Projects to implement processes affecting district employees at diverse levels; perform secretarial/clerical work
requiring interpretation of written and/or financial documents, the ability to independently assemble data and
information, and perform other related duties as required.
DISTINGUISHING CHARACTERISTICS
The Facilities Services Special Events and Projects Assistant class is distinguished from other classes in the
series by the following factors:
Incumbents are assigned basic to difficult and complex secretarial/clerical duties, scheduling and special
project functions, and campus-wide event management scheduling; Position requires extensive knowledge of
college scheduling software, organization, programs, policies, and rules.
Position performs work requiring the interpretation of written and/or financial documents, the ability to
independently assemble data and information, and the ability to compile reports that require considerable
independent judgment.
Incumbents in these positions contribute to institutional effectiveness and support student success by assisting
the director in special projects by facilitating services, special events, planning and capital projects for the
District. In addition, incumbents play key roles in other job duties as outlined below.
ESSENTIAL FUNCTIONS
 Screen callers, secure and provide information;
 Meet and work with the public, students, and college staff in a variety of situations which require tact,
discretion, and courtesy;
 Interpret college policies and procedures to the public, staff and students;
 Give information and interpretation of policies and procedures, which require knowledge of an assigned
aspect of the departmental activities;
 Compile information from various sources and type on a variety of forms;
 Review documents for accuracy, completeness, and conformance to established procedures;
 Compose letters and memos independently and from general directions;
 Make appointments for administrator and remind him/her of appointments;
 Attend meetings with, and in the absence of the director;
 Arrange meetings and notify persons to be present;
 Compile reports for director’s review;
 Organize information and data; type and assemble reports for federal, state, and local agencies;
 Assemble and organize information and financial data for reports, operating manuals, and schedules
such as the college facilities use schedule;
 Assume responsibility for follow-through so that preparation for monthly or yearly activities are
completed on a timely basis, including development and duplication of necessary forms and event
reservations, and notify all concerned;

Perform and proofread data entry for schedule production;
Facilities Services Special Events and Projects Assistant
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San Luis Obispo County
Community College District
 Work on special projects as assigned by director;
 Serve as dispatch on two-way radio; and
 Perform other related duties as required.
May 2015
Special Events Assistant Duties
 Schedule and reserve Non-Academic and External User facility requests;
 Receive and process facility use requests; maintain and update facilities use calendars;
 Obtain information vital to each request, including but not limited to, insurance requirements and
verification of eligibility requirements;
 Prepare and maintain a variety of files, records and reports, including but not limited to, attendance,
facility usage, and customer evaluation/satisfaction surveys;
 Prepare and communicate contracts, cost estimates and invoice requests for the use of the facilities;
 Communicate and work with other college departments to coordinate the necessary staffing for facility
use rental events;
 Communicate with external users and outside vendors regarding the use of district facilities;
 Receive, process and dispatch campus set-ups;
 Maintain fee schedules and policies for facility rentals for internal and external users, including but not
limited to, internal, private, non-profit, and commercial uses;
 Maintain records of insurance certificates, non-profit statements, setup diagrams;
 Maintain records of use by internal and external users to ensure maximum facility use;
 Prepare information for webmaster to maintain campus rental website;
 Obtain, track, and ensure permits are verified for External Users;
 Build the efficiencies of Campus structures; and
 Reference rental resources including the Civic Center Act as it pertains to the rental/use of district
facilities along with pertinent federal, state, and local laws codes and regulations.
Projects Assistant Duties
 Assist the director on special projects, research, compile and produce all necessary documents timely
and accurately;
 Prepare documentation and work with local, state and federal agencies, such as Regulatory Agencies,
Public Utilities and Chancellors Office to facilitate progress on funding for energy efficiency
improvements and other funding opportunities;
 Track progress and review project tasks to ensure deadlines are met appropriately;
 Bring to Director’s attention any project issues and assist with identifying solutions to meet productivity,
quality and goals; and
 Proactively communicate project status, issues and risks to all concerned.
QUALIFICATIONS
Education:
Preferred
• Associate’s degree including one year of coursework in secretarial science, public relations, and record
keeping.
Experience:
 Either two years of secretarial experience equivalent to the Secretary II level at Cuesta College or three
years of increasingly responsible secretarial/clerical experience;

Two years of experience in scheduling or related office technology field;
Facilities Services Special Events and Projects Assistant
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San Luis Obispo County
Community College District
 Secretarial/clerical experience in a school or community college preferred;
 Education beyond the minimum required may be substituted for experience.
May 2015
Required:
As a condition of employment, be able to successfully complete Series R25 training as administered by the
Series R25 Functional Administrator.
Knowledge of:
 Events coordination including scheduling, arranging details for the event, and on-site coordination;
 Collegenet Resource 25/25 Live Scheduling;
 College organization, policies, rules, and programs;
 Modern office methods and practices, equipment, filing procedures, receptionist and telephone
techniques;
 Principles of business letter and report writing;
 Current technologies, personal computer, and associated office software such as word processing,
spreadsheet, presentation, and/or database software;
 Correct usage of English, grammar, spelling, punctuation, and vocabulary; and
 District policies and procedures.
Ability to:
 Type 40 words per minute from clear copy;
 Use appropriate and correct English, spelling, grammar, and punctuation;
 Operate a computer with applications including but not limited to word processing, spread sheets, and
database management systems;
 Maintain confidentiality of personnel matters;
 Communicate effectively and carry out oral and written directions;
 Establish and maintain cooperative working relationships with those contacted in the performance of
duties; and
 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; and
 Exert manual dexterity sufficient for keyboard and other office equipment operation.
License and Certificates (current within the last year):
Required
 Valid California driver’s license or eligible to obtain California driver’s license upon hire.
 Typing Certificate showing net typing speed of at least 40 words per minute.
CCCUE Approval: 05/19/2015
Board of Trustees Approval: 07/01/2015
Facilities Services Special Events and Projects Assistant
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