Application may be obtained from:
HUMAN RESOURCES, ATTN: Jennifer Druley
43600 Mission Blvd., Fremont, CA 94539-5847
Office: (510) 659-7353 Fax: (510) 659-6025
jdruley@ohlone.edu www.ohlone.edu/org/hr/jobs
EXECUTIVE ASSISTANT (Position may be assigned to one or more departments; current full time vacancy exists in the Counseling Department) 12 month, 100%, Classified Position
APPLICATION DEADLINE: Friday, September 6, 2013 at 5:00 PM Salary Range 41: $4311.00-$5480.00 monthly, $51,732.00-$65,760.00 annually
DEFINITION: Under direction of the designated supervisor, performs a variety of responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with the District and the public on a variety of matters; and performs related duties as assigned. May be required to work nights and weekends.
IDEAL CANDIDATE: The ideal candidate for this position will have:
- Strong work ethic and ability to prioritize deliverables from multiple team members and follow through in a timely manner
- Excellent listening, strong written and verbal communication skills
- Excellent customer service skills and initiative
- Experience with planning and administrative support for programs and/or events
- Ability to clearly organize and maintain files and documents, both digital and printed
- Experience in maintaining program budgets
- Experience in maintaining cooperative relations and communications with management and staff while maintaining a high standard of professionalism
- Proficiency in MS Office suite as well as ability to learn software and database programs
DISTINGUISHING CHARACTERISTICS: Employees in this class perform a variety of difficult, specialized administrative support functions that require a thorough knowledge of the terminology, procedures and practices for their functional areas, with a significant degree of independence and accountability for results. Assignments may vary in scope and include data gathering, analysis, and writing projects as well as responsible and confidential administrative support tasks.
ESSENTIAL DUTIES: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.
- Take initiative in organizing, maintaining and administering the designated Director’s schedules and subsequent workflows, including the maintenance of calendars, scheduling and coordinating staff; plan travel, conferences and arrange group meetings, seminars and other functions;
- Oversee all written materials produced by the Director and departments including, but not limited to, reports, faculty contracts, letters, manuals, grants, program review, strategic plans, memos, evaluations, discipline letters and general note taking; prepare, proof, edit and author numerous documents on behalf of supervisor; review publications including Web publications regularly for accuracy, completeness and conformance with established regulations;
- Screen calls, visitors and mail; respond to difficult and sensitive complaints, requests for informationand direction from faculty, staff, administrators and students; independently respond to routine letters;
- Develop and implement departmental, clerical, and fiscal procedures and policies; maintain purchasing, inventory, and budget records; analyze office methods, procedures, and forms;
- Recommend methods for improvement of procedures and coordination of departmental functions; prepare operating and procedures manuals;
- Supervise or direct administrative control over clerical staff and student help;
- Conduct studies and prepare reports on departmental operations including procedures, systems, space requirements, organizational structure, expenditure of funds, and types of effectiveness of equipment;
- Provide liaison between department on all assigned administrative matters; represent the department on various committees;
- Research, develop and maintain specialized statistical and operational reports; file reports with various required agencies; plan and oversee departmental filing and record keeping needs;
- Monitor expenditures of funds to ensure compliance with legal restrictions and conditions set by funding agency or control of expenditures within authorized budget allotment;
- Conduct special projects related to development of departmental administrative services;
- May prepare contracts; prepare and maintain monitoring and reporting systems; prepare grant reports;
- Select, train, and motivate assigned staff and student assistants; provide or coordinate staff training; work with employees to correct deficiencies;
- Perform other related duties as required.
JOB RELATED QUALIFICATIONS
Knowledge: Office management principles, methods and procedures; office procedures and maintenance of records; administrative survey techniques; spreadsheet and relational database management; basic accounting principles; principles and practices of management related to training, evaluation, and supervision of staff.
Knowledge: Office management principles, methods and procedures; office procedures and maintenance of records; administrative survey techniques; spreadsheet and relational database management; basic accounting principles; principles and practices of management related to training, evaluation, and supervision of staff.
Abilities: Understand, apply, and implement administrative policies, practices, and procedures; represent management in dealing with a variety of administrative policies, practices and procedures on a variety of administrative matters with other departments, employees, or outside public and private agencies; train, evaluate and supervise the work of staff; plan, coordinate and initiate action necessary to implement decisions and/or recommendations; work independently in identifying the need for and developing proposed changes to operating practices, programs, and policies; speak and write effectively; establish and maintain cooperative working relationships with a variety and level of departmental staff.
Skills: Operate a variety of office equipment including computers with office and special software applications.
OTHER REQUIREMENTS:
ILLUSTRATIVE EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
OTHER REQUIREMENTS:
- Specified positions must possess a valid California driver's license and have a satisfactory driving record.
ILLUSTRATIVE EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
Education: High school completion or equivalent supplemented by specialized course work in office practices, computer applications, management or business administration.
Experience: Three (3) years of increasingly responsible administrative assistant, office management, or related experience. Experience in working at a community college is highly desirable.
PHYSICAL CHARACTERISTICS:
The physical abilities involved in the performance of essential duties are:
Ability to read computer screens, texts, and instructions;
Communicate clearly and concisely, both orally and in writing;
Ability to operate standard office equipment;
Ability to sit, stand, walk, kneel, squat, reach, and lift 25 lbs.
The physical abilities involved in the performance of essential duties are:
Ability to read computer screens, texts, and instructions;
Communicate clearly and concisely, both orally and in writing;
Ability to operate standard office equipment;
Ability to sit, stand, walk, kneel, squat, reach, and lift 25 lbs.
* HEALTH AND WELFARE BENEFITS *
- Medical, dental, vision, life insurance, EAP and LTD
- Membership in Public Employees’ Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
- Contribution to O.A.S.D.I. (Social Security)
- Paid vacation
- Paid sick leave
- Paid holidays and district-paid floating personal days
- Summer 4/10 schedule (Fridays off)
- Longevity pay step increase based on your years of service
- IRS Section 125 Flexible Medical Spending Plan
- 457(b) Deferred Compensation Plan (employee contributes)
- 403(b) Tax Shelter Annuity Plan (employee contributes)
APPLICATION PROCEDURES
Application packets must be submitted to the Human Resources Office by 5:00 p.m. on Friday, September 6, 2013. The College reserves the right to modify, rescind or re-advertise this recruitment at any time.
Materials submitted with your application will be considered for this opening only. All material submitted becomes District property and will not be returned. Incomplete application packets will not be considered. Forward your completed application and other required documents to:
Ohlone College, Human Resources Office
43600 Mission Boulevard
Fremont, CA 94539
Attn: Jennifer Druley, Senior HR Specialist
or
jdruley@ohlone.edu
The District
The mission of Ohlone College is to serve the community by offering instruction for basic skills, career entry, university The mission of Ohlone College is to serve the community by offering instruction for basic skills, career entry, university transfer, economic development, and personal enrichment for all who can benefit from our instruction in an environment where student learning success is highly valued, supported, and continually assessed. Ohlone College is a multi-campus single college district, serving the cities of Fremont, Newark and Union City located in the southeast area of San Francisco Bay. Enrollment is 12,000 per semester. The student population and surrounding communities represent a highly diverse population. 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 historic Mission San Jose. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
Equal Opportunity Employer
Ohlone Community College believes in a close relationship among students, faculty, staff, and community. The District is strongly committed to achieving staff diversity and has made a commitment to the principles of equal opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, gender, ethnicity, national origin, ancestry, age, religion, marital status, disability, sexual orientation or disabled veteran status in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you 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 and proof of freedom from tuberculosis. 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.
Application packets must be submitted to the Human Resources Office by 5:00 p.m. on Friday, September 6, 2013. The College reserves the right to modify, rescind or re-advertise this recruitment at any time.
- Completed Ohlone College application form. NOTE: An Ohlone Classified Application must be submitted and may be obtained from our website at http://www.ohlonejobs.com/.
- Cover Letter
- Current Resume
- List of at least three Professional References including name, position, organization, phone number, email and their relationship to you; please do not submit letters of reference at this time.
- Please submit a written response to one of the following prompts. The response should be no longer than one page.
- Describe your experience using technology and give examples how you have been able to learn and utilize new software, databases or online technologies.
- Describe your experience working with administrative and office systems--for example, organizing paper or digital files, maintaining budgets, and/or tracking staff or workflow schedules. What personal qualities do you have that help you effectively manage these systems?
Materials submitted with your application will be considered for this opening only. All material submitted becomes District property and will not be returned. Incomplete application packets will not be considered. Forward your completed application and other required documents to:
Ohlone College, Human Resources Office
43600 Mission Boulevard
Fremont, CA 94539
Attn: Jennifer Druley, Senior HR Specialist
or
jdruley@ohlone.edu
The District
The mission of Ohlone College is to serve the community by offering instruction for basic skills, career entry, university The mission of Ohlone College is to serve the community by offering instruction for basic skills, career entry, university transfer, economic development, and personal enrichment for all who can benefit from our instruction in an environment where student learning success is highly valued, supported, and continually assessed. Ohlone College is a multi-campus single college district, serving the cities of Fremont, Newark and Union City located in the southeast area of San Francisco Bay. Enrollment is 12,000 per semester. The student population and surrounding communities represent a highly diverse population. 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 historic Mission San Jose. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.
Equal Opportunity Employer
Ohlone Community College believes in a close relationship among students, faculty, staff, and community. The District is strongly committed to achieving staff diversity and has made a commitment to the principles of equal opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, gender, ethnicity, national origin, ancestry, age, religion, marital status, disability, sexual orientation or disabled veteran status in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you 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 and proof of freedom from tuberculosis. 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.
