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Administrative Assistant (Temporary)

Ohlone College

Fremont, CA

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JOB DETAILS
SALARY
$30.83–$34 Per Hour
SKILLS
Administrative Skills, Alternative Energy, Billing, Biomedical Research, Biomedicine, Budget Management, Budgeting, Calendar Management, California Public Employees Retirement System (CalPERS), Collective Bargaining, Communication Skills, Computer Networks, Conference Management, Continuous Improvement, Customer Support/Service, Data Collection, Data Entry, Data Quality, Detail Oriented, Diversity, Diversity Recruiting, Document Management, Documentation, ERP (Enterprise Resource Planning), Establish Priorities, Event Management, File Maintenance, Health Science, Hearing Impairment, High School Diploma, Language Interpreter, Maintain Compliance, Manage Agenda, Manufacturing, Meeting Minutes, Multicultural, Nursing, Office Equipment, Organizational Skills, Payment Processing, Performance Reviews, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Purchase Orders, Reconciliation, Record Keeping, Reporting Skills, Retirement Plan, Schedule Development, State Laws and Regulations, Student Services, Telephone Skills, Time Management, Training/Teaching, Travel Planning
LOCATION
Fremont, CA
POSTED
Today
Salary: $30.83 - $34.00 Hourly
Location : Fremont Campus and/or Newark Center
Job Type: Temporary
Job Number: 202300188
Division: Student Services
Department: Student Services &Equity Office
Opening Date: 03/24/2026
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;
  1. Organize a variety of events such as, but not limited to, meetings, special events, and trainings;
  2. Reserve campus spaces for various departmental events, meetings, and functions;
  3. Screen visitors, telephone calls, and other communications to determine urgency, prioritize, and determine the nature of business;
  4. Take minutes during meetings as assigned;
  5. File and maintain relevant documents, records, and reports;
  6. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic,cultural, disability and ethnic backgrounds of the College's students, faculty, staff, andcommunity;
  7. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  8. 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.

District Statement
Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement
Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement
Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and 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, 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. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*
  1. Participation in California Public Employees Retirement System (CalPERS) upon satisfying CalPERS enrollment requirements.
  2. Sick leave.
  3. Enrollment Fee Waiver: Employees and eligible family members receive an enrollment fee waiver for classes taken at Ohlone College.
  4. Employee participation in 403B/457 retirement plans.
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