Administrative Assistant (Foundation, Marketing, and Community Relations)
Ideal Candidate Statement
The ideal candidate will have experience with or have ability in:
• Experience in providing administrative support to executive level administrator.
• Excellent verbal and written communication skills and is able to connect with a diverse audience.
• Ability to work independently with minimal supervision, multitask in a fast-pace environment and make sound judgement in the best interest of students, the District, and Foundation.
• Possesses a positive attitude, excellent customer service skills, and the ability to build relations with current and prospective donors.
• Ability to collaborate effectively with colleagues across the campus community and key stakeholders and organization within the community at large.
• Possess an equity mindset in servicing students.
• Conduct self in an ethical manner, trustworthy, credible, loyal and is respectful of diverse views and opinions
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.
This position reports to the Ohlone College Foundation.
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.
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.