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Administrative Assistant I

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FootHill-De Anza Community College District

Job Description

Closing Date: 10/06/22* 
*For full-consideration, all application packets must be received by 11:59 pm on the closing date.  
Starting Salary: $4,595.93 (per month) plus excellent benefits; Salary Grade: C1-43

Full Salary Range: $4,595.93 – $6,162.87 (per month)
The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

ABOUT THE DISTRICT
Foothill - De Anza Community College District, composed of two colleges and an education center, is one of the top performing districts in both California and the United States, and one of the largest, ranking seventh in size among the state’s 72 districts, serving more than 58,500 students per year and with an operating budget of $180M unrestricted general fund. Consistent with its mission, the District has a strong commitment to equity and inclusion and incorporates those values in its policies, procedures, and operations, and in its leadership and service to students and the community. Publicly supported and locally oriented, the District fills an essential role in workforce development, continuing education, and skills preparation to meet the changing demands of the highly diverse surrounding population and business communities. The District’s students and more than 2,000 faculty and staff enjoy an unparalleled quality of life in an ideal climate, with physically pristine and fiscally sound campuses that have earned their reputation for academic excellence.

Foothill – De Anza Community College District Mission Statement:
The mission of the Foothill–De Anza Community College District is student success.  We are driven by an equity agenda and guided by core values of excellence, inclusion, and sustainability.  Every member of our district contributes to a dynamic learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students.  We are committed to providing an accessible, quality undergraduate education dedicated to developing a broadly educated and socially responsible community that supports an equitable and just future for California.

Foothill College Mission Statement:

Believing a well-educated population is essential to sustaining and enhancing a democratic society, Foothill College offers programs and services that empower students to achieve their goals as members of the workforce, as future students, and as global citizens. We work to obtain equity in achievement of student outcomes for all California student populations, and are guided by our core values of honesty, integrity, trust, openness, transparency, forgiveness, and sustainability. Foothill College offers associate degrees and certificates in multiple disciplines, and a baccalaureate degree in dental hygiene.

JOB SUMMARY

The Administrative Assistant l, works with the team in the International Student Program’s department, assisting with general duties to support Admissions, Immigration, Health Insurance, and Activities/Events.  This position assists with the front desk and provides assistance to the general public and current students. 

Admissions:
Banner Audits, holds/blocks, data clean-up 

Create new I-20’s (immigration document) 

Immigration:

SEVIS/Sunapsis database updates 

Banner updates for current students 

Input and audit new student arrival forms 

Travel signatures, create letters to support current students,  

Health Insurance:

Quarterly review of reports, search for duplicates/discrepancies 

Submission of report to third party provider 

Respond to general inquiries, print health insurance cards, etc. 

Activities/Events:

Assist with booking space and food for events 

Attends events, assists with set-up and clean-up 

Front desk:

Open and close office- Monday-Friday 

Respond to general emails 

Assist with questions, phone calls, walk-ins, current student questions and requests

 DEFINITION

Under general supervision, performs a variety of office support, customer service, and/or program support duties; performs word processing, data entry, and typing; prepares correspondence using standard formats; interacts frequently with students, staff, faculty, and the general public and explains program, department, and/or division policies and procedures, provides other District information, and/or directs questions and inquiries to the appropriate staff; assists students and other customers with program eligibility questions and the completion of required forms and applications; schedules appointments on behalf of program, department, and division staff; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED  
Receives general supervision from assigned supervisory and managerial staff.  Exercises no supervision of staff.

CLASS CHARACTERISTICS 
This is the first experienced-level class in the Administrative Assistant series.  Initially under more direct supervision, incumbents with general office support experience perform work such as customer service at the front counter and over the phone and email; providing assistance to students, faculty, staff, and the general public with program requirements, policies, procedures, and eligibility questions; document preparation and completion; file and records maintenance; scanning; data entry; and screening phone calls and visitors, responding to emails, processing mail, and directing questions to the appropriate staff.  As experience is gained, assignments become more varied and are performed with greater independence until employees are fully trained in all procedures related to the assigned area(s) of responsibility, working with independent judgment within clearly defined work procedures and standards.  This class is distinguished from Administrative Assistant II in that the latter performs a broader range and more complex office support and administrative duties, typically including routine financial and/or budgetary responsibilities and/or a specialized function related to the area of assignment, program, department, or division.  

EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)

  • Serves as first point of contact for students, parents, staff, faculty, and the general public for assigned program, department, or division by answering a variety of questions and responding to complaints; providing information regarding classes and campus facilities and directions and general program, college, and District information; explaining program requirements, policies, procedures, and eligibility questions according to established guidelines or by referring the customer to other programs, departments, off-campus services, agencies, and community groups, as appropriate.
  • Performs a variety of customer services duties, such as registering, dropping, and/or adding students to programs and/or services; ordering program, instructional, class, or testing materials; assembling informational packets; distributing applications, forms, tests, evaluations, and other documents as requested and assists students and other customers in completing such documents; and scheduling appointments with other staff.
  • Performs a variety of administrative duties to support the operations of assigned program, department, or division including maintaining websites; opening and securing offices, coordinating travel arrangements; processing reimbursements and invoices; attending meetings and taking minutes; and assisting in ordering and maintaining office and other related supplies.
  • Types and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports.
  • Processes and prepares a variety of reports according to established procedures and practices; inputs and retrieves data from various program, department, division, and/or District-wide software applications and database systems.
  • Receives payments, donations, and fees from the public; issues receipts as appropriate according to established procedures; completes reports and allocates receivables to appropriate accounts; may prepare deposits.
  • Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies policies and procedures in determining completeness of applications, records, and files.
  • Receives, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
  • Assists in planning and organizing program, department, and/or division-related events, workshops, informational seminars, presentations, and related activities.
  • Maintains accurate and detailed files and records, verifies accuracy of information, researches discrepancies, and records information.
  • Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
  • Performs related duties as assigned.
    • QUALIFICATIONS

    Knowledge of:

  • Modern office practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications. 
  • Applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. 
  • Record keeping and filing systems and methods. 
  • Basic business arithmetic and bookkeeping. 
  • Methods of preparing and processing various records, reports, forms, and other documents specific to assigned program, department, or division. 
  • English usage, grammar, spelling, vocabulary, and punctuation. 
  • Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation. 
    • Ability to:

  • Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. 
  • Perform administrative support work accurately and within established deadlines. 
  • Respond to and effectively prioritize multiple phone calls and other requests for service. 
  • Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and District policies and procedures relevant to assigned area of responsibility. 
  • Gather and compile program/department/division-specific information from a variety of sources. 
  • Prepare, review, and present correspondence and communications in a clear and concise manner. 
  • Maintain accurate databases, records, and files. 
  • Maintain confidentiality as required. 
  • Compose correspondence and reports independently or from brief instructions. 
  • Perform arithmetic computations accurately. 
  • Organize work, meet critical deadlines, and follow-up on assignments.  
  • Effectively use and keep current with computer systems, software, and modern business equipment to perform a variety of work tasks. 
  • Use English effectively to communicate in person, over the telephone, and in writing. 
  • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. 
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.  
    • MINIMUM QUALIFICATIONS:

  • Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  • Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be: equivalent to completion of the twelfth (12th) grade and one (1) year of increasingly responsible and varied administrative and office support experience. 

    • Preferred Qualifications:

    1. Two years of international experience
    Licenses and Certifications:    
    None. 

    PHYSICAL DEMANDS
    Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  Standing in and walking between work areas is frequently required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment.  Reasonable accommodations will be made for individuals on a case-by-case basis. 

    ENVIRONMENTAL ELEMENTS
    Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.   

    APPLICATION PACKET

    1.       A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.  

    2.       A cover letter addressing your qualifications for the position.  

    3.       A current resume of all work experience, formal education and training.

    For full-consideration, all required application materials must be included in your application packet and must be received by 11:59 pm on the closing date.  We are unable to accept additional, non-required materials, such as reference letters. 

    Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html. We cannot guarantee a response to application questions within 48 hours of the closing date. 

    CONDITIONS OF EMPLOYMENT

    Position: Full-Time, Permanent, 12-months per year

    Starting date:  As soon as possible upon completion of the search process.

    Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.  In addition, the District is a participating member of the California Public Employees' Retirement System (CalPERS) and the successful applicant would be a member of the Association of Classified Employees (ACE) Union.  The current union agreement can be found online at: http://hr.fhda.edu/_downloads/2018-2021%20ACE%20Agreement.pdf. 

    We are happy to assist individuals with disabilities who require reasonable accommodations to complete the employment process, provided that you notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. The Foothill-De Anza Community College District does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews.  All interviewing costs incurred will be the responsibility of the applicant. 

    For more information about our application process contact: 

    Employment Services 

    Foothill-De Anza Community College District 
    12345 El Monte Road 
    Los Altos Hills, California 94022 
    Email: employment@fhda.edu 
    http://hr.fhda.edu/ 

    *Please mention you saw this ad on AcademicJobs.*

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