Division Administrative Assistant (Kinesiology, Athletics, and Broadcasting Division)

Jun 29, 2017
Position Type
Institution Type
Community College

Ohlone College

Division Administrative Assistant (Kinesiology, Athletics, and Broadcasting Division)

Position Description:
Ideal Candidate Statement:

The ideal candidate for this position will have:
• A strong work ethic, including punctuality
• The ability to organize, prioritize, and complete in a timely manner tasks received from multiple sources
• The ability to work independently once apprised of a task’s parameters and requirements
• The ability to clearly organize and maintain files and documents, both digital and printed
• Excellent listening and verbal communication skills
• Strong written communication skills
• The ability to provide excellent customer service to students, staff, faculty, and members of the public
• Experience in maintaining program budgets
• Experience with providing administrative support for programs and/or events
• Experience in maintaining cooperative relations and communications with faculty, management, and staff
• Proficiency in Microsoft Word, Microsoft Excel and database programs as well as the ability to learn new software programs

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 of 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.

Job Description Summary:
The District reserves the right to hire one or more Division Administrative Assistants from this pool of qualified candidates.

This position is a 100%, 12 month, classified position reporting to the Dean of Kinesiology, Athletics, and Broadcasting Division.


Under 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.

Knowledge Skills and Abilities:
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.

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.

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 and submit 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.

Perform related duties as assigned.

Education and Experience:

Any combination equivalent to: associate’s degree in communications or related field and three years administrative support experience.

Preferred Qualifications:

Salary Range:
Range 39

Posting Detail Information:
Posting Number: S074-14

Number of Vacancies: 2

Desired Start Date:

Position End Date (if temporary):

Close Date: 7/19/2017

Open Until Filled:

Foreign 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:

1. Medical, dental, vision, life insurance, EAP and LTD
2. 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 vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 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.

To apply, visit: https://employment.ohlone.edu


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