Administrative Assistant

Job description

Ideal Candidate Statement:

The ideal candidate for this position will have/be:
•Excellent organization skills
•Proactive/forward looking
•Fast learner
•IT Savvy, fully competent in MS Office, especially Power Point
•Basic math skills
•Excellent communication and people skills
•Analytical/ problem solving skills
•Multi-tasking skills
•Interest in budget and accounting preferred

Ohlone College seeks to employ faculty members who have a passion for teaching and learning and a strong commitment to the missions and ideals of the community college. We are looking for excellent teachers who are student-oriented in their approach and dedicated to student success. An ideal candidate will be skilled in generating student engagement in learning. Innovative teaching strategies are encouraged at Ohlone, including collaborative learning and the active use of technology. Continuous professional development is highly valued. We are looking for faculty with enthusiastic interest in curriculum and instructional improvement through ongoing critical thinking about student learning outcomes in courses and programs.

The ideal Ohlone faculty member will have strong leadership skills and an interest in active participation in college-wide activities. Excellent communication skills with students, staff and faculty peers are essential. We are looking for faculty who are flexible in their work and adaptable to change. Ohlone prides itself as a Learning College with the motto of “A World of Cultures United in Learning” and we are looking for faculty who embrace diversity in serving students of varied backgrounds and learning styles. The College is committed to environmental sustainability and looks to all employees to support this important goal.


This is a temporary full time position. The duration is 2 months with the possibility of extension.

This position reports to the Business Services Department.
Under the direction of an assigned administrator, perform varied and responsible secretarial and administrative assistant duties to relieve the Director-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.

Duties and Responsibilities:

Perform varied and responsible secretarial and confidential administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications; assure smooth and efficient office operations.
Serve as secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take and relay messages as appropriate; schedule and arrange interviews, appointments, conferences and other events.
Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary; provide technical information and assistance related to office or program operations, policies and procedures.
Communicate with injured students and visitors to process and submit required claim documentation as assigned by the position; provide information to individuals regarding claim status, medical reimbursement and insurance information.
Input a variety of data into an assigned computer system; initiate queries and generate a variety of computerized reports as requested; establish and maintain automated records and files; assure accuracy of input and output data.
Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
Research, compose, compile and prepare a variety of materials including specialized reports, correspondence, forms, logs, projects and other materials; transcribe dictation; review and proofread a variety of documents.
Prepare and maintain a variety of data, records and reports related to office programs, personnel and assigned duties; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.
Plan, coordinate, organize, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; generate and distribute agendas; take, transcribe and distribute minutes as directed. post public meeting information and materials on an assigned web site in accordance with the Brown Act.

Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
Prepare and assure completion of reimbursement forms as assigned. 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.
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.
Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies.
Coordinate travel arrangements as necessary; prepare and assure proper completion of reimbursement forms.
Maintain and update confidential student health information as assigned by the position.
Perform related duties as assigned.

Desirable Qualifications:

Modern office practices, procedures and equipment. Telephone techniques and etiquette. Policies and objectives of assigned program and activities. Applicable laws, codes, regulations, policies and procedures. Organizational purchasing regulations and procedures. Record-keeping techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Oral and written communication skills. Operation of a computer and assigned software included integrated database systems. Methods of researching, collecting and organizing data and information.
Business letter and report writing, editing and proofreading. Basic arithmetic.
Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail. Serve as secretary to the administrator and coordinate communications between administrators, personnel, parents, students and the public.
Assure smooth and efficient office operations. Interpret, apply and explain laws, codes, rules and regulations related to assigned activities. Work independently with little direction. Compose correspondence and written materials independently or from oral instructions. Type or input data at an acceptable rate of speed. Understand and resolve issues, complaints or problems. Maintain confidentiality of sensitive and privileged information. Determine appropriate action within clearly defined guidelines. Establish and maintain cooperative and effective working relationships with others. Maintain records and files. Compile and verify data and prepare reports. Operate a variety of office equipment including a computer and assigned software. Complete work with many interruptions. Plan and organize work. Meet schedules and time lines. Make arithmetical calculations with speed and accuracy.

Minimum Qualifications:

•Any combination equivalent to: graduation from high school and three years increasingly responsible clerical or secretarial experience involving frequent public contact.
•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 practices.

Physical Characteristics:

Office environment. Constant interruptions.

Ability to operate a computer keyboard.
Abilty to exchange information in person and on the telephone. Sitting for extended periods of time.
Ability to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials. Walking.
With or without reasonable accommodations.

Starting Salary Range:

$25.83 - $32.99

Posting Number:


Number of Vacancies:


Open Until Filled:



If you do not meet minimum qualifications as stated, a completed equivalency portfolio with all related documents must accompany the application or your packet will not be considered. The equivalency form could be found on our website at:

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:

Customer will send text

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:

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.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 4/10/2021
Application Due: 4/15/2021
Work Type: Full Time