Administrative Assistant II

Location
Los Altos Hills
Posted
Apr 13, 2017
Institution Type
Community College


Foothill-De Anza Community College District

Administrative Assistant II

Posting #: 16-165

Campus: Foothill College

Number of Working Months: 12 Months

Starting Salary: $4,443.64 (per month)

Close Date: 5/1/2017

Open Until Filled: No

Employment Duration: Full-Time

Description:

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

JOB SUMMARY:
Under the direction of the Division Dean, Biology and Health Sciences, the employee performs a variety of administrative and program support activities. In conjunction with the example of duties and responsibilities of the Administrative Assistant II classification as identified below, the incumbent in this position will also be responsible for department specific duties as follows:

  1. Convert all Allied Health Program applications into online applications. Work with Educational Technology Services (ETS) and the College Webmaster to build all new application documents with drop down menus. Work with each program director to review the documents to ensure they meet program director expectations.
  2. Set up internal databases, which will track all Allied Health Students and their status in the application process. Enter all student information into the database and keep up to date.
  3. Learn all aspects of Perkins Grant and track budgets for all nine (9) Allied Health programs. Fill out all travel approval forms for all nine (9) program directors including post travel reimbursement processing of receipts, etc. Work with Donna Wolf to ensure that all Perkins documentation is submitted on time with proper signatures.
  4. Process all purchase requisitions for all nine (9) Allied Health Programs.
  5. Go to local high schools to do outreach and give seminars on each of the nine (9) Allied Health programs
  6. Work with Student Services, Counseling and Evaluators to ensure that each group understands the prerequisites for each of the nine (9) programs.
  7. Maintain open door policy regarding working with students. Counsel students as needed as to the nine (9) Allied Health program prerequisites. Always maintain highest standards of professionalism when interacting with students in person and on the phone. Return all phone calls promptly.
  8. Follow all directions from program directors to support the programs as needed.
  9. Write and perform surveys for all nine (9) programs including student surveys, faculty surveys and advisory board surveys. Compile results from surveys and provide to program directors in written summary form
  10. Work with division administrative assistant to ensure smooth functioning of office at all times.
  11. Attend all nine (9) program's advisory board meetings and coordinate food as needed. Take accurate minutes and transcribe them and provide electronic meeting minutes to program director within 24 hours of the meeting.
  12. Attend all nine (9) program clinical coordinator meetings. Take accurate minutes of the meeting and transcribe and provide electronic meeting minutes to program director within 24 hours of meeting.
  13. Any other program needs as decided by Division Dean.

DEFINITION:
Under the direction of an assigned supervisor, perform a variety of administrative and program support activities. Develop and analyze data; perform complete segments of an assigned program or function; perform research and special projects for assigned area; implement and oversee program or task elements related to assigned function; assist managers with a broad range of reports, schedule and activities.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:
Depending upon assignment, duties may include, but are not limited to, the following:

  1. Perform a variety of complex administrative and program support activities as directed by an assigned manager.
  2. Prepare and monitor reports based on special projects; research and analyze topics related to assigned program; develop and analyze data.
  3. Organize and direct an assigned part of a program or activity on an on-going basis; lead others as necessary to accomplish program or functional objectives.
  4. Serve as a resource to others for data, research, special projects, schedules and other information pertaining to the assigned area.
  5. Operate a computer utilizing standard and functional-related software and a variety of office equipment.
  6. Operate one or more aspects of a program reporting periodically to an assigned administrator to resolve issues, provide reports, and assure program objectives and policies are properly implemented; train others as assigned; coordinate daily operations.
  7. Maintain records regarding assigned activities; coordinate schedules, integrate activities with other parties-at-interest and schedule facilities; maintain confidential records.
  8. Assist students, parents and others regarding eligibility forms; provide information to the public; interact with broad constituencies to coordinate, facilitate and communicate assigned activities.
  9. Participate in and oversee financial records; monitor budgets.
  10. Design and write promotional materials, correspondence, reports and other documentation.
  11. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

  1. Organization, rules, regulations and programs related to an assigned office or function.
  2. Applicable sections of State Education Code and other applicable laws.
  3. District organization, operations, policies and objectives.
  4. Operation of a computer terminal and data entry techniques.
  5. Financial and statistical record-keeping techniques.
  6. Basic budget monitoring and control.
  7. Modern office practices, procedures and equipment.
  8. Telephone techniques and etiquette.
  9. Correct English usage, grammar, spelling, punctuation and vocabulary.
  10. Interpersonal skills using tact, patience and courtesy.

Ability to:

  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Perform a variety of administrative and program support activities.
  3. Develop and analyze data.
  4. Perform complete segments of an assigned program or function.
  5. Perform research and special projects for assigned area.
  6. Implement and oversee program or task elements related to assigned function.
  7. Assist managers with a broad range of reports, schedule and activities.
  8. Analyze situations accurately and adopt an effective course of action.
  9. Compose independently or from oral instructions letters, memos, or other materials.
  10. Read, interpret, apply and explain rules, regulations, policies and procedures.
  11. Maintain records and prepare reports.
  12. Communicate effectively both orally and in writing.
  13. Meet schedules and time lines.
  14. Add, subtract, multiply and divide quickly and accurately.
  15. Establish and maintain cooperative and effective working relationships with others.
  16. Work confidentially with discretion.

WORKING CONDITIONS:

Environment:

  1. Office environment.
  2. Constant interruptions.

Physical Abilities:

  1. Hearing and speaking to exchange information in person and on the telephone as well as making presentations.
  2. Dexterity of hands and fingers to operate a computer keyboard.
  3. Seeing to read various materials.
  4. Standing for extended periods of time.
  5. Reaching overhead, above the shoulders and horizontally.
  6. Bending at the waist, kneeling or crouching.
  7. Lifting, carrying, pushing or pulling objects up to 30 lbs.

MINIMUM QUALIFICATIONS:

  1. Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Any combination equivalent to an Associate's degree in a related field AND three (3) years of related work experience.

LICENSES AND OTHER REQUIREMENTS:

  1. Some positions in this class may be required to speak, read and write in designated second language.

APPLICATION PACKET:

  1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. A cover letter addressing your qualifications for the position.
  3. A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html

CONDITIONS OF EMPLOYMENT:
Salary: $4,288.49 (per month) plus benefits; Salary Grade: C1-46
Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.

Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.

For more information about our application process contact:
Employment Services
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
(650) 949-6217

Email: employment@fhda.edu
http://hr.fhda.edu/

To apply, visit: http://hr.fhda.edu/careers/

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