Program Coordinator - Administrative Services

Job description

Program Coordinator - Administrative Services
Ohlone College

Position Description:
Ideal Candidate Statement:

The ideal candidate for this position will have:

Strong work ethic and ability to prioritize and re-prioritize tasks and locate/filter/sort through info from multiple sources, work closely with internal and external parties, and follow through various matters in a timely manner;

Excellent listening, strong written and verbal communication skills;

Excellent customer service skills and telephone etiquette;

Experience with planning/executing and administrative support for programs and/or events;

Ability to work independently and as a team member to assist others when/if time permits;

Ability to clearly organize and maintain files and documents, both digital and printed;

Basic understanding of accounting and budget principles;

Ability to be cross-trained and train others;

Experience in maintaining cooperative relations and communications with management and staff while maintaining a high standard of professionalism;

Proficiency in MS Office suite as well as ability to learn software and database programs i.e. EMS scheduling application;

Basic judgement and decision making ability;

Takes initiative.

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.

Job Description Summary:
This is a 100%, 12 month, Classified Position


Under the direction of the Director- Contracts, Procurement and Hazardous Materials Compliance, oversee the implementation of external rental events; evaluate monetary value of surplus items; upload data and selling information to surplus website; receive, sort and distribute incoming mail.

Knowledge Skills and Abilities:

Civic center law.
US postal regulations and postage requirements.
Preparation, procedures and packing of express carriers.
Modern office practices.
Oral and written communication skills.
Principles and practices of supervision and training.
Applicable laws, codes, regulations, policies and procedures.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.


Oversee the implementation of external rental events.
Evaluate monetary value of surplus items.
Receive, sort and distribute incoming mail.
Communicate effectively both orally and in writing.
Interpret, apply and explain rules, regulations, policies and procedures.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and time lines.
Work independently with little direction.
Plan and organize work.
Prepare and maintain records, lists and files.

Essential Duties:

Oversee the implementation of external rental events; communicate with prospective clients to discuss facility availability; utilize assigned software to reserve and assign rooms; process and implement facility use and approval contracts; issue and receive billing details, fees and other required documentation; communicate with facility support departments to assure effectiveness and compliance of services.

Evaluate monetary value of surplus items; upload data and selling information to surplus website; oversee the redeployment of equipment and furniture for public sales utilizing assigned software; provide assistance to customers; respond to inquiries regarding posted items; assist with the reconciliation of surplus item inventory.

Receive, sort and distribute incoming mail; assist with the preparation of outgoing mail; oversee and organize mailboxes and mail-stop listings; accept and sign for parcel deliveries and notify recipients; verify mail delivery and reconcile payment and postage invoices.

Prepare and maintain a variety of narrative and statistical reports, records and files related to personnel and assigned activities; assist with the maintenance of events calendars and rented room assignments.

Communicate with other administrators, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information; provide assistance and recommendations to personnel regarding reservations; interpret and explain rental policies and procedures.

Operate a computer and assigned software programs; operate other office equipment as assigned; drive a vehicle to conduct work as assigned.

Attend and conduct a variety of meetings as assigned.


Perform related duties as assigned.

Education and Experience:
Any combination equivalent to: Graduation from high school and two years general clerical experience.

Preferred Qualifications:
College Degree in Hospitality or Business and 3+ years of experience.

Salary Range:
$46,032 - $58,788 annually

Posting Detail Information:
Posting Number: S094-14

Number of Vacancies: 1

Desired Start Date:

Position End Date (if temporary):

Close Date: 5/29/2018

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.

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Job No:
Posted: 5/8/2018
Application Due: 6/1/2018
Work Type: