Administrative Assistant; Temporary Pool

Ohlone College

Salary: $27.15 - $31.43 Hourly

Job Type: Part-Time Temporary

Division: Human Resources

Opening Date: 09/08/2023

Location: Fremont Campus and/or Newark Center

Job Number:

Department: Human Resources

Bargaining Unit: N/A

The ideal Administrative Assistant candidate is highly organized, detail-oriented, and efficient in their administrative tasks, ensuring the smooth operation of daily office functions.

This candidate is an excellent communicator, both written and verbal, capable of interacting respectfully and inclusively with individuals from diverse backgrounds.

Additionally, this candidate is proficient in using technology and office software, enabling them to manage schedules, documents, and communications effectively.

Please note: This is a temporary, campus-wide pool position and does not report to the Human Resources department. Candidates will be considered for placement in various departments across the campus as needs arise. Applications are kept on file for one year. After that time, you are welcome to reapply.

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…