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Inside Higher Ed · 1 week ago

Administrative Assistant Short Term Hourly (Temporary)

Lancaster, CA

Full-time

Onsite

Mid Level

3+ years exp

Inside Higher Ed is seeking an Administrative Assistant to support the division by implementing the directives of the Dean and performing a variety of specialized secretarial and administrative functions. The role involves managing office operations, coordinating communication, and handling confidential matters while assisting in budget preparations and maintaining records.

Digital MediaEducationHigher EducationJournalismRecruiting

No H1B

Responsibilities

Organizes and manages the daily activities of the division office to assure efficient and effective office operation; coordinates communications and handles administrative matters; develops and implements efficient and effective office practices and procedures. (E)

Performs a variety of duties independently in support of functions delegated to the assigned administrator; interprets and applies rules and regulations as appropriate. (E)

Prepares correspondence independently or from oral instructions; drafts, prepares, and edits a wide variety of materials such as correspondence, reports, surveys, forms, charts, and other documents; utilizes the computer to perform advanced-level word processing functions including complex formatting of documents, creating charts, developing spreadsheets and using a variety of software; verifies data for accuracy, completeness and compliance with established procedures; inputs and retrieves computerized data. (E)

Greets visitors, initiates and answers telephone calls, screens and directs calls and visitors to appropriate personnel; responds to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations; exercises discretion and confidentiality in evaluating and/or resolving problems and complaints, including security and safety issues. (E)

Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations. (E)

Develops schedules related to division activities and services; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and timelines; processes division schedule changes, post notices accordingly. (E)

Assists in budget preparations; maintains records of expenditures and other financial records. (E)

Organizes, establishes filing and record keeping systems; maintains a variety of files, and records including those of a sensitive and confidential nature. (E)

Compiles information and data from a variety of sources for reports and assist in the preparation of statistical and narrative reports from a variety of sources; conducts research as required; prepare, duplicates, and collates materials. (E)

Schedules meetings and appointments for assigned administrator; prepares agenda items for meetings; maintains records, attends meetings and prepares minutes for distribution to appropriate personnel. (E)

Receives, opens and routes mail; orders, issues, and maintain department supplies and forms; orders and disburses a variety of materials to other departments; faculty, student and the community. (E)

Provides training and work direction to student assistants, hourly personnel and others as assigned; participates as requested in hiring personnel and provide input regarding performance evaluations. (E)

Schedules classroom and facilities use; coordinates with facilities and necessary personnel; initiates and assists at special events and performs research and other special projects; coordinates activities between the administrators and staff, students, the public or other District or campus officials; obtains and provides information, coordinates student and public activities and resolves problems. (E)

Completes and submits forms related to staff absences and/or leaves and prepares payroll reports

Processes new hires and resignations including request for phone extensions, network accounts, Banner access, email, keys, general supplies, and assembles new hire packets for disbursement

Acts a liaison between the Dean and the Inter Club Council, their advisors, the Associated Student Association-student government members and the Student Trustee

Provides appropriate interface between the community, business representatives, students, faculty and the dean. (E)

Maintains efficient tracking of all tasks and projects to ensure timely completion of all tasks and projects essential to the business of the division. (E)

Prepares brochures and program flyers. (E)

Takes and transcribes dictation and utilizes transcription equipment; maintains confidentiality of sensitive information as appropriate. (E)

Performs other related duties as may be assigned

Qualification

Microsoft Office SuiteAdvanced word processingFinancial record-keepingOralInterpersonal skillsWritten communicationTyping 60 WPMDictationTranscriptionOffice equipment operation

Required

Any combination equivalent to graduation from high school including or supplemented by course work in business, secretarial science or related field and three years increasingly responsible secretarial experience

Operations, procedures and activities of a division office

Microsoft Office Suite and other software and hardware applications

Modern office practices, procedures and equipment

Financial and statistical record-keeping techniques

Receptionist and telephone techniques

Correct English usage, grammar, spelling, punctuation and vocabulary

Oral and written communication skills

Interpersonal skills using tact, patience and courtesy

District organization, operations, policies and objectives

Operation of office machines including computer equipment and applicable software

Perform responsible secretarial support duties for a dean

Provide information and communicate effectively with college personnel, students and the public