Administrative Assistant

Campus: Cañada College

FLSA Status: Non-Exempt

Salary

Schedule:

60

Bargaining Unit: CSEA

Months Per Year: 12

Hours Per Week: 37.5

Mandated Reporter: Yes

Campus Security Authority: No

The Administrative Assistant performs difficult and specialized clerical and administrative support for senior administrative staff with an expectation of resolving problems and making independent decisions with minimum supervision. The Administrative Assistant exercises independent judgment while initiating and coordinating office procedures and timelines in order to provide support for administrative unit, analyzes situations accurately, and takes appropriate action in identifying problems and recommending solutions.

Under direction, the employee initiates, implements and coordinates other staff workloads and timelines in order to complete major projects and to provide support for various senior administrative unit services. Public contact is extensive, and involves college and district staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information.

A high degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time. Administrative Assistants can lead the work of other clerical staff, volunteers and student assistants as assigned.

• Exchanges information with college staff and others regarding college and district services, as well as to provide and/or interpret operating policies, and procedures
• Serves as liaison between various division and department staff, other college offices and district departments for a variety of procedures or issues
• Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
• Sets up and maintains a complex management calendar
• Plans and coordinates administrative unit and college-wide events and activities in conjunction with other management and staff and provides event and activity support, such as planning and scheduling speakers, confirming sites and availability of participants, compiling event materials, and providing follow-up as assigned
• Attends meetings and other events to obtain and provide current information, as well as to meet with management and other staff to plan projects and workloads
• Uses a database and a variety of spreadsheet and other computer software to set up, track and maintain a wide variety of data and files, including educational and faculty schedules, class schedules, budget and financial records, confidential student demographic data, and other information
• Composes and prepares correspondence, memoranda, report narratives, publicity materials and other materials from original ideas or with minimal guidance or direction
• Uses standard software applications to prepare correspondence, reports, surveys, presentations, brochures, special projects, grant applications, contracts, agendas and meeting minutes and to design and/or to update an area web site
• Trains and leads the work of other administrative support staff in major procedural workloads as assigned, including recommending timelines for submission of work by other staff, reviewing and auditing completed work, and instructing staff on modifications to existing procedures
• Reviews office workflow for efficiency and makes recommendations for modifications, including planning, creating, and implementing new and modified office forms and procedures in conjunction with management and other staff
• Researches and compiles data for statistical, financial and other reports, class schedules, catalogs and brochures, special projects, grant applications, contracts, correspondence, surveys, presentations, agenda materials, division/department programs and services, and other uses
• Performs administrative unit budget maintenance, including assisting and providing coordination with budget development, processing budget transfers and expenditure journals, and serving as a resource for managers in providing budget coding assistance
• Prepares purchase requisitions and completes electronic supply orders
• Compiles items and materials for meeting agendas
• Proofreads documents and publications
• Takes and transcribes meeting notes as assigned
• Sorts and distributes administrative unit mail as needed and coordinates bulk mailings
• Performs other related duties as assigned

Employment Standards (acquired through education, training, and/or experience)

• Office organizational procedures, including workflow, current office equipment, supplies, file systems and computer applications

• Multi-tasking and workload prioritizing under deadline pressure, using independent judgment for…