Inside Higher Ed ยท 1 week ago
Administrative Assistant (Temporary Pool)
Fremont, CA
Part-time
Onsite
Entry Level
$27.15/hr - $31.43/hr
3+ years expOhlone College is a community college committed to providing high-quality education to a diverse population. They are seeking a Temporary Administrative Assistant to perform secretarial and administrative duties, ensuring smooth office operations and effective communication within various departments.
Digital MediaEducationHigher EducationJournalismRecruiting
No H1B
U.S. Citizen Only
Responsibilities
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
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
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
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
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
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
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
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
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
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software
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
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
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
Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns
Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies
Coordinate travel arrangements as necessary; prepare and assure proper completion of reimbursement forms
Maintain and update confidential student health information as assigned by the position
Perform related duties as assigned
Qualification
Required
Graduation from high school
Three years increasingly responsible clerical or secretarial experience involving public contact
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
Highly organized and detail-oriented
Excellent written and verbal communication skills
Proficient in using technology and office software
Ability to perform varied and responsible secretarial and administrative assistant duties
Ability to serve as secretary to the administrator and coordinate communications
Ability to assure smooth and efficient office operations
Ability to interpret, apply and explain laws, codes, rules and regulations related to assigned activities
Ability to work independently with little direction
Ability to compose correspondence and written materials independently or from oral instructions
Ability to type or input data at an acceptable rate of speed
Ability to understand and resolve issues, complaints or problems
Ability to maintain confidentiality of sensitive and privileged information
Ability to determine appropriate action within clearly defined guidelines
Ability to establish and maintain cooperative and effective working relationships with others
Ability to maintain records and files
Ability to compile and verify data and prepare reports
Ability to operate a variety of office equipment including a computer and assigned software
Ability to complete work with many interruptions
Ability to plan and organize work
Ability to meet schedules and time lines
Ability to make arithmetical calculations with speed and accuracy
Knowledge of modern office practices, procedures and equipment
Knowledge of telephone techniques and etiquette
Knowledge of policies and objectives of assigned program and activities
Knowledge of applicable laws, codes, regulations, policies and procedures
Knowledge of organizational purchasing regulations and procedures
Knowledge of record-keeping techniques
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
Knowledge of interpersonal skills using tact, patience and courtesy
Knowledge of oral and written communication skills
Knowledge of operation of a computer and assigned software included integrated database systems
Knowledge of methods of researching, collecting and organizing data and information
Knowledge of business letter and report writing, editing and proofreading
Knowledge of basic arithmetic
Company
Inside Higher Ed
Inside Higher Ed is the online source for news, opinion, and jobs related to higher education.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2022-01-10Acquired
2006-08-31Series Unknown
Leadership Team
Stephanie Shweiki
Director, Foundation Partnerships
Recent News
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2025-05-03
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