"HHPC Administrative Support"

Job Description

Compensation:

$17.83 per hour, 29 hours per week

Typical hours for this position are Monday through Friday, 9:00 a.m. to 3:00 p.m. One day each week, the shift will end at 2:00 p.m. This role may occasionally require evening or weekend work, as needed.

Compensation Type:

Non-Exempt

Employment Type:

Regular

Grade:

Position Summary

This position is responsible for providing administrative support for operation of the department, all HHPC professional staff and performance of facility manager duties when needed.

MAJOR DUTIES

• Provides administrative support for department personnel; maintains schedules (Ad Astra, HHPC app, rental center and climbing wall hours, group fitness schedule, open play, special events, facility closures, Encore and community learning center and other campus events); assists with facility management.
• Answers telephone and greet visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
• Enters spend authorizations, requisitions, purchase orders for approval and payment; reconcile P-card expense reports. Meets business office and grant required deadlines.
• Create and maintain receipts and required documentation for supplier invoices in Workday.
• Develops a knowledge of facility manager duties, by cross training; provides facility manager coverage when needed.
• Maintains inventory of office equipment and facility supplies; in coordination with Equipment Maintenance staff.
• Processes staff travel, including travel spend authorizations, expense reports, reconciles expenses and reimbursements.
• Assists in scheduling room reservations for HHPC Activity Wing.
• Assists in reviewing, maintaining, and updating of HHPC and Rental Center web pages and social media platforms.
• Maintains Fusion calendar for Encore, CLC, special events, campus events in the HHPC activity wing, open play and HHPC group exercise classes.
• Records and distributes minutes of staff meetings.
• Maintains employee records for all required SJC and HHPC trainings.
• Develops a knowledge of college and center policies and procedures; in a timely manner.
• Develops a knowledge of department and job-related software programs, such as Fusion, Canva, AdAstra, Workday and social media platforms.
• Maintains department files and records.
• Performs related duties as required.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Skill in social media marketing and maintenance.
• Skill in performing facility manager duties and responsibilities.
• Skill in prioritizing and organizing work.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Skill in assisting students and collaborating with other college departments

SUPERVISORY CONTROLS

The Director, in collaboration with the HHPC Professional staff, assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

The Director is the supervisor for leave requests, timesheet approvals, and annual performance review.

GUIDELINES

Guidelines include college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to coordinate the departments administrative functions. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other college employees, students, vendors, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• 1 Letter of Recommendation (Required)
• Unofficial Transcripts with qualifying degree conferred. (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.