Part-time Administrative Assistant II, HHPC

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.