Limited-Term Senior Administrative Assistant

About the role

This position performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned Dean and related management, professional, and supervisory staff.

Responsibilities

• Plans, organizes, and carries out administrative assignments and special projects related to the assigned department.
• Assists in the preparation and monitoring of departmental payroll.
• Collects and compiles department-related materials for review and analysis.
• Provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
• Coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned.
• Maintains control files on matters in progress and expedites their completion.
• Serves on committees as assigned.
• Prepares monthly Board agenda items.
• Takes minutes and meetings as required.
• Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations.
• Coordinates travel arrangements and accommodations for department personnel.
• May coordinate community outreach and event details.

Requirements

Incumbents perform a wide variety of specialized technical and administrative support work for an assigned Dean and related management, professional, and supervisory staff.

Requires the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and District activities.

The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public.

The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public.

Frequent contact with the public, as well as performing various research, programmatic, and budgetary support functions.

Must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

May be required to be on-call and to work various shifts or emergencies on evenings, weekends, and holidays.

May interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Qualifications

Equivalent to the completion of the twelfth (12th) grade and four (4) years of responsible administrative support experience involving a high level of public contact and customer service.

Additional college-level coursework and/or technical training in office administrative support is highly desirable.

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

Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

May be required to be on-call and to work various shifts or emergencies on evenings, weekends, and holidays.

May interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.