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Administrative Assistant

2 months ago

Pasadena, United States San Jacinto College Full time

Administrative Assistant - District Office

Essential Job Functions:
  • Provides administrative support to department lead and faculty members.
  • Support faculty with paperwork (to include new faculty set up), loads, daily schedules, textbook adoptions support, grades and class rolls.
  • Interfaces daily with students, administrators, various departments, visitors, staff, and faculty.
  • Enters student data for new, transition and current students, ie; maintains various computer-based records/files and create classes.
  • Works with Clinical Coordinator/Division Operations Coordinator in development of class schedules and catalog revisions.
  • Banner Entry via several banner programs.
  • Schedules and coordinates multiple meetings to include Faculty, Advisory Board, Job Fair, Information Sessions and New Student Orientations. Record and transcribe meeting minutes.
  • Schedules room reservations.
  • Facilitates preparation of curriculum revisions and development of curriculum for new programs.
  • Travel arrangements, Parking Reimbursements.
Additional Job Functions:
  • Processes Payroll.
  • Orders exams.
  • Orders inventory supplies, Submit Expenses, Maintains P Card needs.
  • Types letters, memos, substitute forms, reports to include state reporting as required.
  • Processes requisitions and invoices as needed.
  • Budget Planning and preparation to include end of fiscal year.
  • Proctors as needed and Help with recruiting development needs.
  • Collects and processes Course Folders, prepare affidavits of Graduation and certificates.
  • Work Business Office as required to include attend training class for this need.
Knowledge, Skills and Abilities:
  • Ability to demonstrate the College values
  • Must project a professional image, have excellent telephone etiquette and communication skills
  • Must be extremely accurate and have excellent proofreading, grammar and spelling skills
  • Must be able to work in a team environment, be flexible with good public relations skills, work well with details and deadlines, balance multiple tasks, analyze and solve problems and work independently in a fast-passed office environment
  • Basic skill level in Microsoft Office (Word, Excel & PowerPoint)

Required Education:
  • High school diploma or equivalent

Preferred Education:
  • Above requirement plus one year of specialized or technical training beyond high school

Required Experience:
  • Two years of office, clerical or administrative support experience; or an equivalent combination of education and experience to successfully perform the essential duties of the job.
Preferred Experience:
  • Above requirement including one or more years in a higher education environment. Bilingual candidates are encouraged to apply.

Note: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.

Salary Grade: 103

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req5566

Posting Close Date: 12/2/2024