Administrative Assistant

Administrative Assistant (Temporary Pool)

Ohlone College

Salary: $27.15 - $31.43 Hourly
Job Type: Part-Time Temporary
Division: Human Resources
Opening Date: 09/08/2023
Location: Fremont Campus and/or Newark Center
Job Number:
Department: Human Resources
Bargaining Unit: N/A


Ideal Candidate Statement
The ideal Administrative Assistant candidate is highly organized, detail-oriented, and efficient in their administrative tasks, ensuring the smooth operation of daily office functions.

This candidate is an excellent communicator, both written and verbal, capable of interacting respectfully and inclusively with individuals from diverse backgrounds.

Additionally, this candidate is proficient in using technology and office software, enabling them to manage schedules, documents, and communications effectively.

Please note: This is a temporary, campus-wide pool position and does not report to the Human Resources department. Candidates will be considered for placement in various departments across the campus as needs arise. Applications are kept on file for one year. After that time, you are welcome to reapply.



Duties and Responsibilities
Under the direction of an assigned administrator, perform varied and responsible secretarial and administrative assistant duties to relieve the Director-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.

1. Perform varied and responsible secretarial and confidential administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications; assure smooth and efficient office operations.
2. Serve as secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take and relay messages as appropriate; schedule and arrange interviews, appointments, conferences and other events.
3. Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary; provide technical information and assistance related to office or program operations, policies and procedures.
4. Communicate with injured students and visitors to process and submit required claim documentation as assigned by the position; provide information to individuals regarding claim status, medical reimbursement and insurance information.
5. Input a variety of data into an assigned computer system; initiate queries and generate a variety of computerized reports as requested; establish and maintain automated records and files; assure accuracy of input and output data.
6. Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
7. Research, compose, compile and prepare a variety of materials including specialized reports, correspondence, forms, logs, projects and other materials; transcribe dictation; review and proofread a variety of documents.
8. Prepare and maintain a variety of data, records and reports related to office programs, personnel and assigned duties; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.
9. Plan, coordinate, organize, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; generate and distribute agendas; take, transcribe and distribute minutes as directed. post public meeting information and materials on an assigned web site in accordance with the Brown Act.
10. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
11. Prepare and assure completion of reimbursement forms as assigned. oversee student worker time information in an assigned software system; generate, maintain, update and submit required compensation documents to appropriate personnel in accordance with College policies and procedures.
12. Research and analyze departmental operations including procedures, systems, requirements, organizational structure, expenditures and equipment; prepare reports and make recommendations to increase efficiency and effectiveness of operations.
13. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed; maintain department credit cards; review charges and prepare invoices and reimbursement forms.
14. Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
15. Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies.
16. Coordinate travel arrangements as necessary; prepare and assure proper completion of reimbursement forms.
17. Maintain and update confidential student health information as assigned by the position.
18. Perform related duties as assigned.

Knowledge, Skills, and AbilitiesKnowledge:

1. Modern office practices, procedures and equipment.
2. Telephone techniques and etiquette.
3. Policies and objectives of assigned program and activities.
4. Applicable laws, codes, regulations, policies and procedures.
5. Organizational purchasing regulations and procedures.
6. Record-keeping techniques.
7. Correct English usage, grammar, spelling, punctuation and vocabulary.
8. Interpersonal skills using tact, patience and courtesy.
9. Oral and written communication skills.
10. Operation of a computer and assigned software included integrated database systems.
11. Methods of researching, collecting and organizing data and information.
12. Business letter and report writing, editing and proofreading.
13. Basic arithmetic.

Ability:

1. Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
2. Serve as secretary to the administrator and coordinate communications between administrators, personnel, parents, students and the public.
3. Assure smooth and efficient office operations.
4. Interpret, apply and explain laws, codes, rules and regulations related to assigned activities.
5. Work independently with little direction.
6. Compose correspondence and written materials independently or from oral instructions.
7. Type or input data at an acceptable rate of speed.
8. Understand and resolve issues, complaints or problems.
9. Maintain confidentiality of sensitive and privileged information.
10. Determine appropriate action within clearly defined guidelines.
11. Establish and maintain cooperative and effective working relationships with others.
12. Maintain records and files.
13. Compile and verify data and prepare reports.
14. Operate a variety of office equipment including a computer and assigned software.
15. Complete work with many interruptions.
16. Plan and organize work.
17. Meet schedules and time lines.
18. Make arithmetical calculations with speed and accuracy.

Minimum QualificationsAny combination equivalent to:
Graduation from high school AND
Three years increasingly responsible clerical or secretarial experience involving public contract.
ANDMust have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.



Required Application Materials

Resume/Curriculum Vitae;

A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.

District StatementFounded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement. Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research . click apply for full job details