Administrative Assistant (Part-Time)

Administrative Assistant

Under general supervision, provide routine to moderately complex administrative support for a Dean, Director or department head; create and maintain documents, reports, records and files required for work processes; provide detailed information on college policies, procedures, standards and academic/ program enrollment requirements; process payroll, purchase orders and invoices and track budgets; perform complex scheduling and calendaring; provide staff support to committees, taking and posting agendas and minutes; assist with inputs, tracks and edits to department class schedules and faculty loads; oversee student and hourly workers; and perform related duties as assigned.

Distinguishing Characteristics: Administrative Assistant provides highly competent clerical and administrative support to an assigned Dean, Director and departmental staff. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying detailed information and procedures. Incumbents may provide day-to-day training and work direction to student workers. Administrative Assistant is distinguished from a Senior Administrative Assistant in that an incumbent in the latter class performs the more technical and specialized administrative, personnel and financial processing duties of the department and has greater autonomy of work and decision-making authorities.

Examples of Duties

Representative duties include, but are not limited to, the following:

• Answers, screens and refers visitors, telephone calls and virtual requests for information and questions from students, faculty, staff, vendors and the public regarding assigned department, program and services including clarification of enrollment requirements and department processes/procedures; coordinates and follows up on student or customer issues and concerns.
• Receives and inputs a variety of student, vendor or customer information into computer systems; provides initial screening, assists with the preparation of forms and documentation, verifies accuracy of information.
• Drafts, formats, types, proofreads, edits and prints correspondence, memoranda, email, contracts, letters, meeting minutes, online forms, statistical reports, resolutions, manuals and final reports; reviews documents for clerical accuracy, completeness and compliance with District and department requirements.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department employee records; creates and maintains electronic and physical filing systems.
• Facilitates staff, faculty and student worker hiring process including submitting hiring requisitions, assisting scheduling departmental interviews and preparing hiring paperwork; confirms student worker eligibility.
• Coordinates full and part-time staff and faculty timekeeping including auditing time logs, calculating sick leave and ensuring conformance to work hour restrictions; computes and categorizes pay according to departmental billing accounts.
• Inputs data and prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including routing for signature, compiling detailed backup documentation and reviewing expense reimbursement requests; ensures accurate usage of accounting codes and calculates departmental billing processes; scans and routes invoices for payment; calculates budget usage and fund percentages and runs general budget reports from departmental financial systems.
• Sets up, maintains and posts department and staff calendars and room reservation calendars.
• Schedules appointments and makes meeting and event arrangements including typing and distributing agendas, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visual equipment; coordinates other meeting logistics.
• Provides backup for assigned departments or division office administrative support staff.

As assigned:

• Assists with preparing instructional assignments for full- and part-time faculty and instructors; obtains signatures for load contracts; coordinates paperwork and tracking of sabbatical and other paid leaves; schedules and coordinates class observations and review meetings with faculty.
• Tracks student academic eligibility and prepares certification of academic standing for participation in programs and or extracurricular activities.
• Runs, aggregates and reviews a variety of class schedule reports for upcoming instructional periods using college enterprise software; identifies and resolves issues regarding time and availability of rooms, scheduling conflicts and problems; receives and verifies class scheduling information from the Dean and incorporates appropriate changes.
• Provides work guidance to new clerical employees and student workers on office procedures.
• Makes travel arrangements including registering for events, conferences or training; facilitates transportation and hotels for individuals and groups; obtains travel approval, waivers and expense processing.
• Maintains documentation for students in technical training programs and coordinates with clinical facilities and training agencies to ensure student records meet facility/ agency requirements.
• Provides information on department programs and services.

Other Functions:

• Serves on committees as assigned, either as a participating member or as an assigned administrative support person who schedules and arranges all details of meetings, and takes, transcribes, and posts minutes of meetings.
• Prepares and compiles packets of materials; receives, opens, sorts and distributes office mail, including electronic communications; prepares regular and bulk mailings; copies various documents and materials, including large duplication orders.
• Performs other related duties as assigned.

Knowledge, Skills & Abilities

Knowledge of:

• Office administration practices and procedures.
• Department services, program goals, objectives, policies, procedures and practices.
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices and procedures.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• College organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
• Federal, state and local laws, regulations and court decisions governing area of assignment including Family Educational Rights and Privacy Act (FERPA).
• Modern office practices, procedures and equipment including computers and applicable software programs.
• As assigned, rules, policies, procedures and operating practices applicable to class scheduling, calculating faculty loads and contracts, facilities scheduling and related functions.

Skills and Abilities to:

• Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Provide customer service in person and virtually.
• Track and report statistical information utilizing spreadsheets and databases.
• Perform mathematical calculations; assist in monitoring a program or department budget.
• Understand, interpret, explain and apply applicable laws, codes and regulations.
• Maintain confidentiality of college and student files and records.
• Use good judgment in recognizing the scope of authority as delegated.
• Analyze situations and make decisions on procedural matters.
• Communicate effectively, both orally and in writing.
• Understand and independently carry out oral and written instructions.
• Operate a computer and use standard business software.
• Type accurately at a speed necessary to meet the requirements of the position.
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.
• Demonstrate an understanding of, sensitivity to, and appreciation for the academic, ethnic, socio-economic, disability, and gender diversity of students and staff attending or working on a community college campus.
• As assigned, understand faculty loads.

Typical Qualifications

Education and Experience:

Graduation from high school and two years of clerical or administrative support experience. College-level coursework is preferred.

Conditions of Employment:

Regular, part-time, 28 hours per week, 12 months per year classified position at Soledad Education Center. Weekly Schedule: Monday through Thursday, 8:00 am - 4:00 pm. Starting salary: $26.05/hour (Step A). Salary range 22 on the CSEA salary schedule: $26.05/hour to $31.67/hour (5 Steps); Vacation and sick leave are accrued on a pro-rated basis. Must become a Public Employees' Retirement System (PERS) member.

Application Procedure:

The following documents MUST be uploaded as attachments to your online application:

• Resume
• Cover letter

Fostering a Culture of Care

Caring Campus, developed by the Institute for Evidence-Based Change (IEBC), is dedicated to creating a culture of care within community colleges. IEBC's Caring Campus program aims to increase student retention and success. We understand that when students feel connected to their college, they are more likely to succeed academically.

At Hartnell College, we embrace the Caring Campus culture. By implementing intentional, campus-wide behavioral commitments, we enhance our existing student success initiatives and create an