DIVISION ADMINISTRATIVE ASSISTANT (Science, Technology, Engineering, & Mathematics)
Company: Inside Higher Ed
Location: Fremont
Posted on: April 6, 2021
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Job Description:
Ideal Candidate Statement:The ideal candidate is someone who can
manage day to day operations, while supporting the Dean, faculty,
staff, and students. They need to be efficient and organized and
enjoy being part of a team.They need to be able to handle complex
scheduling software, fill out forms from payrolls and HR, run
reports as requested by the Dean, and have the ability to
multi-task, be resourceful, and is a good problem solver. Accuracy
and completion to deadlines is key to be successful in this
position.Ohlone prides itself as a Learning College with the motto
of "A World of Cultures United in Learning" and we are looking for
staff who embrace diversity in serving students with varied
backgrounds and learning styles, highly ethical, trustworthy,
credible, loyal and is respectful of diverse views and opinions.The
College has a firm commitment to environmental sustainability and
looks to all employees to support this important goal.Must 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
practicesJob Description Summary:This position is 100%, 12 month,
classified positionUnder the direction of a Dean administrator,
perform highly responsible and confidential secretarial and
administrative assistant duties to relieve the Dean of a variety of
administrative details; interpret policies and regulations to
officials, staff and the public; plan, coordinate and organize
office activities and flow of communications and information for
the assigned administrator.Essential Duties:ESSENTIAL
DUTIES:Perform highly responsible duties as the primary and
confidential assistant to the Dean, relieving the administrator of
a variety of secretarial and administrative details; plan,
coordinate and organize office and department activities and flow
of communications for the administrator; maintain confidentiality
of privileged and sensitive information; update and maintain course
syllabi for faculty and the Dean.Receive, screen and route calls,
visitors and mail; respond to inquiries and questions from
students, staff, personnel, faculty, parents and outside agencies
regarding department functions; direct individuals to
interdepartmental services and organizations as appropriate.Compose
correspondence independently on a variety of matters including
those of a confidential nature; compile and type various letters,
forms, reports, contracts, packets, statistical data, memoranda,
bulletins, newsletters, notices, vouchers, lists and other
materials as directed; prepare, format, edit, proofread and revise
written materials.Coordinate and schedule various appointments and
meetings; make travel arrangements; reserve facilities; prepare and
assure proper completion of reimbursement forms; maintain and
coordinate the Dean's calendar; prepare and disseminate calendar of
events; coordinate and arrange special events and activities for
the Dean.Create and edit full time and adjunct faculty contracts as
assigned by the position; generate faculty workloads, class
schedules, room assignments, release time, substitutions and
stipends as required; input information into an assigned database;
process section cancellations as required; process newly hired
faculty; verify and submit contracts to faculty for
approval.Process timesheets, payroll, stipends and other
compensatory functions; 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.Process program
eligibility and registration as assigned by the position; generate
reports and registration status and input into an assigned
database; explain and interpret eligibility requirements; verify
recruitment areas, eligibility, and transfer status of potential
applicants; prepare, maintain andsubmit a variety of logs and
reports as relating to student eligibility status and progress as
required.Schedule committee meetings as assigned by the position;
generate and issue meeting reminders, notices and agendas; compile
and disburse related documents to appropriate parties; schedule
rooms, caterers, materials and other functions to facilitate
committee operations; post public meeting information and materials
on an assigned web site in accordance with the Brown Act.Maintain
and update confidential student health information as assigned by
the position; process student application packets; assure accuracy
of student information.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.Operate and
maintain a variety of office equipment including a calculator,
copier, fax machine, computer and assigned software; arrange for
equipment repairs as needed.Communicate with other departments,
administrators and outside agencies to coordinate activities,
exchange information and resolve issues or concerns.Develop and
implement office procedures to assure complete and timely
operations; create office forms which facilitate work flow.OTHER
DUTIES:Perform related duties as assignedKnowledge Skills and
Abilities:KNOWLEDGE OF:Functions and secretarial operations of an
administrative office.Organizational operations, policies and
objectives.Applicable laws, codes, regulations, policies and
procedures.Modern office practices, procedures and
equipment.Record-keeping techniques.Correct English usage, grammar,
spelling, punctuation and vocabulary.Oral and written communication
skills.Interpersonal skills using tact, patience and
courtesy.Budgeting practices regarding monitoring and
control.Methods of collecting and organizing data and
information.Business letter and report writing, editing and
proofreading.Basic public relations techniques.Operation of a
computer and assigned software.ABILITY TO:Perform highly
responsible and confidential secretarial and administrative
assistant duties to relieve the Dean of a variety of administrative
details.Interpret, apply and explain laws, codes, rules,
regulations, policies and procedures.Plan, coordinate and organize
office activities and flow of communications and information for
the assigned administrator.Organize complex material and summarize
discussions and actions taken in report form.Compile and prepare
comprehensive reports concerning a broad spectrum of subject
matter.Compose effective correspondence independently.Maintain a
variety of complex and confidential files and records.Data
gathering and analysis.Project writing and development.Assure
efficient and timely completion of office and program projects and
activities.Understand and resolve issues, complaints or
problems.Type or input data at an acceptable rate of speed.Take and
transcribe dictation at an acceptable rate of speed.Operate a
variety of office equipment including a computer and assigned
software.Establish and maintain cooperative and effective working
relationships with others.Analyze situations accurately and adopt
an effective course of action.Plan and organize work.Meet schedules
and time lines.Prioritize and schedule work.Work independently with
little direction.Work confidentially with discretion.Communicate
effectively both orally and in writing.Education and Experience:Any
combination equivalent to: associate's degree in communications or
related field and three years administrative support
experience.Physical Characteristics:PHYSICAL DEMANDS:Hearing and
speaking to exchange information in person or on the
telephone.Dexterity of hands and fingers to operate a computer
keyboard.Seeing to read a variety of materials.Sitting or standing
for extended periods of time.Bending the waist, kneeling or
crouching to file materials.Walking.With or without reasonable
accommodations.Salary Range:Range 39 on CSEA Salary Schedule
($56,412 - $72,036)Min Salary Range:$56,412Mid Salary
Range:$65,328Max Salary Range:$72,036Posting Number:S144-14Number
of Vacancies:1Open Date:03/04/2021Close Date:04/05/2021Foreign
Transcripts:Transcripts issued outside the United States require a
course-by-course analysis with an equivalency statement from a
certified transcript evaluation service verifying the degree
equivalency to that of an accredited institution within the USA.
This report must be attached with the application and submitted by
the filing deadline.Benefits Statement:HEALTH AND WELFARE BENEFITS
*1. Medical, dental, vision, life insurance, EAP and LTD2.
Membership in Public Employees' Retirement System Candidates hired
on or after January 1, 2013 are subject to restrictions imposed by
PEPRA) 3. Contribution to O.A.S.D.I. (Social Security)4. Paid
vacation5. Paid sick leave 6. Paid holidays and district-paid
floating personal days7. Summer 4/10 schedule (Fridays off)8.
Longevity pay step increase based on your years of service 9. IRS
Section 125 Flexible Medical Spending Plan10. 457(b) Deferred
Compensation Plan (employee contributes)11. 403(b) Tax Shelter
Annuity Plan (employee contributes)*Benefits will be prorated for
positions less than 100%Immigration Reform & Control Act of
1986:Applicants selected for positions will be required to provide
identification and employment eligibility as outlined in the
federal "Immigration Reform & Control Act of 1986."District
Statement:A multi-campus single community college district, Ohlone
College is located in the southern portion of the San Francisco Bay
in California; serving 12,000 students per year. The District has a
main campus in the City of Fremont and a newly constructed campus
in the City of Newark. Ohlone College is an ethnically diverse
institution that promotes innovation and continuous improvement in
departments and divisions. The College is named for the native
population living in the area when Mission San Jose was founded.
The Fremont campus is located just south of the historical Mission.
The Newark Campus is located near Interstate 880 and emphasizes
programs in health, environment, and technology.EEO Statement
Summary:The District is strongly committed to the principles of
equal opportunity and to hiring qualified staff who reflect the
diversity of our community. The District encourages a diverse pool
of applicants and does not discriminate on the basis of sex, race,
religious creed, color, national origin, ancestry, age (40 or
over), medical condition, genetic information, marital status,
sexual orientation, gender, gender identity, gender expression,
disability, military and veteran status,
pregnancy/childbirth/breastfeeding or related medical condition or
any other protected basis in any of its policies, practices, or
procedures. The college encourages applications from all qualified
applicants.If you have a disability and are in need of special
services, equipment, or facilities in order to apply or interview
for this opening, please call the Human Resources office at: (510)
659-6088.Conditions of Employment:Offers of employment are
contingent upon Governing Board approval. Employment with Ohlone
Community College is not complete or official until applicants meet
all pre-employment requirements. All new employees are required to
submit official transcripts and proof of freedom from tuberculosis.
In addition you will be required to provide identification and
employment eligibility as outlined in the federal "Immigration
Reform & Control Act of 1986." Pre-employment tests and/or medical
examinations may be required. Ohlone Community College does not
sponsor H1B visas. Employees must sign the Oath or Affirmation of
Allegiance and submit fingerprints for CA Department of Justice
clearance.
Keywords: Inside Higher Ed, Fremont , DIVISION ADMINISTRATIVE ASSISTANT (Science, Technology, Engineering, & Mathematics), Other , Fremont, California
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