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Division Administrative Assistant
Ideal Candidate Statement: Ohlone College has 2 vacancies for the Division Administrative Assistant position. The divisions are:
- Business and Newark Center
- Language, Communication and Academic Success
*Ohlone College reserves the right to hire 2 or more candidates from the pool of qualified applicates. One position is located in Fremont, CA and the other position is located in Newark, CA.
The ideal candidate is someone who can manage the day-to-day operations of the academic division, while supporting the particular needs of the Dean, faculty, staff, and students on any given day. This includes course scheduling, hiring and payroll forms processing, and budget requisitions and tracking. They need to be efficient, organized, and able to multi-task. They need to be resourceful, be a good problem solver, and appreciate working as a part of a team. The ideal candidate will enjoy interacting with students, members of the public, and colleagues. Accuracy and the ability to meet deadlines are keys to success in this position.
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.
Job Description Summary: Under general supervision, a Division Administrative Assistant supports an Academic Dean by performing complex and detailed clerical work, including but not limited to: calendar management; time keeping functions; development of communications; budget administration; assistance with developing the division's class schedule; and ensuring compliance with a variety of District policies and procedures. The Division Administrative Assistant ensures that faculty personnel actions follow collective bargaining agreements and District policies. A high degree of independent judgement and creativity is required to resolve many minor and occasional major problems that arise.
Essential Duties: 1. Complete important duties as the primary and confidential assistant to the supervising manager, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office, division, and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information; maintain up-to-date files of syllabi and course outlines for faculty and the administrator; 2. Create and edit full-time and adjunct faculty contracts as assigned; as directed, be involved in tasks such as: creating faculty workloads, creating class schedules, calculating clock and contact hours, generating room assignments; assist in accounting for faculty release time, substitutions and stipends as required; input information into an assigned database; process section cancellations as required; process newly-hired faculty; verify and submit contracts to faculty for approval;3. Ensure that full-time and adjunct faculty are assigned appropriate teaching loads and that overloads are paid accordingly; track adjunct faculty workloads to comply with the Education Code; 4. Modify and maintain the division course schedule, adheres to the production timeline and ensures schedule entry accuracy; Enter changes to sections and section cancellations into Colleague; Coordinate with Curriculum and Scheduling Office to track changes made to sections; Verifies scheduling content to align with catalog and curriculum updates as directed; Reviews accuracy of and enters workload assignments.5. Assist the manager in processing stipends, release time, and pay for substitutes;6. Track adjunct and full-time faculty evaluation cycles to ensure compliance with the appropriate bargaining unit contract; 7. If applicable, assist the Academic Dean with the process of tracking the evaluation progress, in compliance with the bargaining unit contract, to assist the Dean in making recommendations for rehire preference of adjunct faculty to the appropriate Vice President; 8. Process timesheets, payroll, stipends and other compensatory functions; oversee student worker time in an assigned software system; generate, maintain, update and submit required compensation documents to appropriate personnel in accordance with College policies and procedures; 9. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within Federal and/or State requirements; initiate budget transfers as directed; if assigned, maintain District credit cards; review charges and prepare invoices and reimbursement forms; Serve as the Division resource in providing budget coding assistance;10. Process program eligibility and registration as assigned by the position; generate reports and registration status and input into an assigned database; explain and interpret eligibility requirements; verify recruitment areas, eligibility, and transfer status of potential applicants; prepare, maintain and submit a variety of logs and reports as relating to student eligibility status and progress as required;11. Conduct research to develop correspondence, memoranda, and other communications as assigned by the supervising manager; 12. Organize the supervising managers calendar as requested to arrange and confirm meetings, screen requests for appointments, confirm travel plans, confirm conference arrangements, develop itineraries and prepare other related documents;13. Assist with the implementation of new technology as required;14. Organize a variety of events, including but not limited to: staff meetings, special events; and trainings;15. Screen and route calls and electronic messages, visitors and mail; respond to inquiries from students, staff, faculty, and outside agencies regarding division and department functions; direct individuals to services and organizations as appropriate.16. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the Colleges students, faculty, staff and community. 17. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.18. Review new hire paperwork for adjunct faculty, short term employees and student assistants for completeness. Prepares Personnel Action Forms and Minimum Qualifications forms, route for signatures;19. Train and lead the work of other Division support staff including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures;20. Prepare purchase requisitions either paper or electronic based on established purchasing guidelines;21. Update the division websites and other program/department websites under the Division; assist other departments within the Division in updating their websites and other online platforms and sites. 22. Coordinate with Curriculum and Scheduling the entry of program, department, and division events and activities in the master calendar system. 23. Perform related duties as assigned.
Knowledge, Skills, and Abilities: KNOWLEDGE OF 1. District policies and procedures related to divisions and departments;2. Collective bargaining agreements;3. General office software and equipment;4. Enterprise Resource Planning (ERP) software;5. Data reporting software;6. Time keeping software and/or practices;7. Event Management Software (EMS).8. Information Administrative Software
SKILL TO 1. Apply knowledge of District policies related to the area of responsibility and understanding of the relevant collective bargaining agreements to assist with communications and help ensure that personnel actions comply with those agreements. 2. Provide information and respond to basic inquiries on behalf of the supervising manager; refer visitors to appropriate personnel.3. Use ERP software to enter data, track finances review budgets, submit purchase requisitions, and process invoices for payment.4. Use time-keeping software and/or practices to track timesheets and requests for use of paid time off. 5. Use event management software to reserve campus spaces on behalf of divisions and departments.6. Use data reporting software to produce reports.7. Use general office software and equipment to develop meeting agendas, coordinate meetings, take and transcribe meeting minutes, aggregate data, communicate with District employees and visitors.8. Organize, track, and maintain data in electronic and manual files. ABILITY TO 1. In all interactions, exhibit sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college employees, students, and visitors.2. Effectively relieve the supervising manager of routine administrative duties.3. Effectively prioritize assignments and meet deadlines.4. Take accurate meeting minutes.5. Ensure the accuracy of data that is entered into appropriate databases.6. File documents accurately and appropriately.7. Communicate effectively, orally and in writing8. Develop and maintain effective working relationships with others.9. Coordinate, anticipate, and resolve faculty workload issues.
Education and Experience: Any combination equivalent to a High school diploma and/or 3 years of higher-level work experience providing administrative support. 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 employees and students, as these factors relate to the need for equity-minded practices.
Range 40 on CSEA Salary Schedule ($60,600 - $77,376)$60,600$66,816$77,376
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.
HEALTH AND WELFARE BENEFITS
1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 457(b) Deferred Compensation Plan (employee contributes)
11. 403(b) Tax Shelter Annuity Plan (employee contributes)
Benefits will be prorated for positions less than 100%
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."
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 Summary:
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, proof of freedom from tuberculosis and proof of vaccination from COVID-19. 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.
To apply, visit: https://employment.ohlone.edu/postings/48405
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