Administrative Assistant, Fiscal Services
Ohlone College
Salary: $63,492.00 - $81,072.00 Annually
Job Type: Full-Time
Division: Administrative and Technology Services
Opening Date: 03/25/2024
Location: Fremont Campus
Job Number: 202300092
Department: Administrative and Technology Services
Bargaining Unit: California School Employees Association (CSEA)
Ideal Candidate StatementThe ideal candidate for this position is someone who has excellent organizational skills. Must be proactive and forward thinking. The ideal person is a fast learner with basic math skills. This person is great with technology and is fully competent in Microsoft Office suite. The ideal candidate is someone who has excellent communication and customer services skills. They must be analytical and can problem solve. Someone who has interests in budget and accounting is preferred.
The ideal candidate must embrace the principles of diversity, equity, and inclusion for students, community members, and industry partners. The successful candidate must be committed to the values of the College and lead with integrity.
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 of 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.
Position DescriptionUnder general supervision, support administrators in routine functions, including but not limited to: calendar and time management, developing communications, administering budgets, and ensuring compliance with various policies and procedures as required.
Duties and Responsibilities
• Develop communications on behalf of supervising administrators.• Organize a supervising administrator's calendar to arrange and confirm meetings, screen requests for appointments, confirm travel plans, make conference arrangements, develop itineraries, and other related documents.• Monitor budgets to assist administrators, review purchase requisitions, review requests to use budgetary funds, reconcile accounts, process invoices for payment, and assist in the development of a budget.• Process personnel/departmental documentation to ensure compliance with related policies, procedures, prior to forwarding such documents to the supervising manager for approval and enter information into appropriate databases.• Follow up on various employee assignments on behalf of a supervising manager.• Conduct time keeping functions to assist a supervising manager in processing time-sheets.• Organize a variety of events such as, but not limited to, meetings, special events, and trainings.• Reserve campus spaces for various departmental events, meetings, and functions.• Screen visitors, telephone calls, and other communications to determine urgency, prioritize, and determine the nature of business.• Take minutes during meetings as assigned.• File and maintain relevant documents, records, and reports.• Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the District's students, faculty, staff, and community.• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.• Performs related duties as assigned.Knowledge Of:
• District policies and procedures related to the assignment.• Collective bargaining agreements.• General office software and equipment.• Enterprise resource planning software.• Data reporting software.• Time keeping software and/or practices.• Event management systems.
Skills To:
• Apply knowledge of District policies and collective bargaining agreements related to the area of responsibility to assist in the development of communications, review personnel actions for compliance, provide information and respond to basic inquiries on behalf of the supervising manager; refer visitors to appropriate area personnel and resources.• Use enterprise resource planning software to enter data, review budgets, submit purchase requisitions, and process invoices for payment.• Use time-keeping software and/or practices to track time-sheets and requests for absences and time off.• Use event management system software to reserve campus spaces as requested.• Use data reporting software to produce reports as assigned.• Use general office software and equipment to assist in tasks including, but not limited to: develop meeting agendas; take and transcribe meeting minutes, aggregate data, communicate with District employees and visitors, and coordinate meetings.
Abilities To:
• Ensure effective interactions that exhibit sensitivity and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, staff, faculty, and District visitors.• Effectively relieve the administrator of routine administrative duties.• Effectively prioritize assignments and meet deadlines.• Take accurate meeting minutes.• Ensure the accuracy of data that is entered into appropriate databases.• File documents accurately and maintain appropriate records.• Communicate effectively, orally, and in writing.• Develop and maintain effective working relationships.
Minimum QualificationsAny combination equivalent to: a high school diploma and/or 3 years of work experience providing administrative support;ANDMust 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.
Environmental ElementsWork will primarily be in an indoor office environment.
Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered.
• Resume/Curriculum Vitae;• A cover letter addressing the listed desirable qualifications and personal/professional qualities;• A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant;• Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position? Foreign TranscriptsTranscripts 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. Here is a list of approved foreign degree evaluations services: https://www.ohlone.edu/sites/default/files/documents/imported/evaluationofforeigndegrees.pdf https://get.adobe.com/reader/
District StatementFounded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.
Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.
The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.
EEO StatementThe 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 EmploymentOffers 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, 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. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.
Immigration Reform & Control Act of 1986Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.
To apply, please visit https://apptrkr.com/5137210
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