Administrative Assistant (Temporary)

Job Description

Administrative Assistant (Temporary)
Ohlone College

Salary: $30.83 - $34.00 Hourly
Job Type: Temporary
Division: Student Services
Opening Date: 03/24/2026
Location: Fremont Campus and/or Newark Center
Job Number: 202300188
Department: Student Services
Bargaining Unit: N/A

Ideal Candidate Statement

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.

Definition

Under 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.

Employment Status

• This is a temporary substitute position, limited to a maximum of 165 working days within a fiscal year.
• This position is not eligible for medical, dental, or vision benefits through the District.
• Holidays and vacations are unpaid.
• Sick leave is accrued in accordance with applicable state law.
• Employees who work over 1,000 hours in a fiscal year will be enrolled in CalPERS.

Duties and Responsibilities

1. Develop communications on behalf of supervising administrators;
2. 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;
3. 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;
4. 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;
5. Follow up on various employee assignments on behalf of a supervising manager;
6. Conduct time keeping functions to assist a supervising manager in processing time-sheets;
7. Organize a variety of events such as, but not limited to, meetings, special events, and trainings;
8. Reserve campus spaces for various departmental events, meetings, and functions;
9. Screen visitors, telephone calls, and other communications to determine urgency, prioritize, and determine the nature of business;
10. Take minutes during meetings as assigned;
11. File and maintain relevant documents, records, and reports;
12. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic,cultural, disability and ethnic backgrounds of the College's students, faculty, staff, andcommunity;
13. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
14. Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge:

1. District policies and procedures related to the assignment;
2. Collective bargaining agreements;
3. General office software and equipment;
4. Enterprise resource planning software;
5. Data reporting software;
6. Time keeping software and/or practices;
7. Event management systems.

Skills:

1. 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;
2. Use enterprise resource planning software to enter data, review budgets, submit purchase requisitions, and process invoices for payment;
3. Use time-keeping software and/or practices to track time-sheets and requests for absences and time off;
4. Use event management system software to reserve campus spaces as requested;
5. Use data reporting software to produce reports as assigned;
6. 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.

Ability:

1. 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;
2. Effectively relieve the administrator 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 maintain appropriate records;
7. Communicate effectively, orally and in writing;
8. Develop and maintain effective working relationships.

Minimum Qualifications

Any combination equivalent to a high school diploma and/or 3 years of work experience providing administrative support.
AND
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 students, as these factors relate to the need for equity-minded practices.

Required Application Materials

1. Resume/Curriculum Vitae.
2. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.