Administrative Assistant (Part-Time)

Essential Duties and Responsibilities

• Screens and responds independently to phone calls, correspondence and email inquiries regarding a variety of department matters, occasionally of a confrontational and disagreeable nature;
• Affords liaison in coordinating calendar and matters between the manager's office and other departments, divisions, educational and industry partners and vendors;
• Represents the department in important interactions with department constituencies over the phone, in person and online;
• Provides information and handles issues that may require sensitivity and use of tact and independent judgment;
• Prioritizes requests and facilitates the completion of time-sensitive items and the flow of information;
• Researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.

Organizes, Maintains and Updates Confidential, Specialized and Technical Files

• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records;
• Creates and maintains electronic and physical filing systems.

Coordinates Administrative Processes for Department Hiring

• Captures and tracks requisitions;
• Assists selection committee with materials and scheduling;
• Prepares hiring paperwork.

Coordinates Full- and Part-Time Staff and Faculty Payroll Administrative Processes

• Audits time logs;
• Calculates sick leave;
• Ensures conformance to work hour restrictions;
• Computes and categorizes pay according to departmental/program billing accounts;
• Ensures accurate usage of funding codes and calculates departmental/program billing;
• Tracks approved vacation and sick time for departmental staff.

Maintains and Coordinates Manager and Division Calendars

• Maintains and coordinates a variety of manager and/or division calendars;
• Makes meeting arrangements including preparing and posting agendas and notices;
• Prepares and distributes agendas and supporting documents to appropriate parties;
• Takes and transcribes meeting minutes;
• May serve as recording secretary to a committee;
• Prepares and distributes follow-up letters and documentation;
• Assists with setup and cleanup for special events;
• Contacts vendors for food orders, supplies and audio-visual equipment;
• Handles other meeting logistics.

Performs Related Duties

• May coordinate the faculty evaluation process for tenured and adjunct faculty following established processes and procedures;
• Creates and maintains sensitive tracking spreadsheets and personnel files;
• Creates lists and notifies faculty to be evaluated;
• Captures and coordinates committee meetings, timelines, observations and documentation distribution and collection;
• Captures and coordinates the distribution and collection of student surveys;
• Routes evaluations for signature.

Supports Department Administrative Functions

• Orders and replenishes an inventory of office materials and supplies;
• Provides backup for other department or division office administrative support staff including Instructional Administrative Assistants;
• Interacts with other colleges, departments and with state and federal programs on behalf of the department/program or a student;
• Assists with priority registration of students such as cohorts of students from a variety of instructional modes.

Professional Development and Marketing

• Provides administrative, logistical and technical support to the department;
• Independently performs research as requested on a variety of topics and programs and resolves routine issues;
• Provides day-to-day lead work guidance and direction to other staff and student aides;
• Assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards;
• Provides information, instruction and training on work procedures and technical, legal and regulatory requirements;
• Assists in developing and presenting professional development workshops/training sessions and marketing materials.

Equity-Minded Practices

• Demonstrates sensitivity to and understanding of historically minoritized groups;
• Participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.