Administrative Assistant Short Term ; Temporary

Implements directives of the Dean and performs a wide variety of complex specialized secretarial and administrative functions in support of the division; coordinates communication and office activities assuring efficient office operations; performs a variety of duties and responsibilities which are of a sensitive and confidential nature.

Representative duties include:

• Organizing and managing the daily activities of the division office to assure efficient and effective office operation.
• Performing a variety of duties independently in support of functions delegated to the assigned administrator.
• Preparing correspondence independently or from oral instructions; drafting, preparing, and editing a wide variety of materials.
• Greeting visitors, initiating and answering telephone calls, screening and directing calls and visitors to appropriate personnel.
• Coordinating communication and activities with other District departments and personnel, students, educational institutions, vendors, and the public.
• Developing schedules related to division activities and services; assembling information, verifying accuracy, and inputting or overseeing the input of information into the computer.
• Assisting in budget preparations; maintaining records of expenditures and other financial records.
• Organizing, establishing filing and record keeping systems; maintaining a variety of files and records, including those of a sensitive and confidential nature.
• Compiling information and data from a variety of sources for reports and assisting in the preparation of statistical and narrative reports.
• Scheduling meetings and appointments for assigned administrator; preparing agenda items for meetings; maintaining records, attending meetings, and preparing minutes for distribution to appropriate personnel.

Minimum qualifications include any combination equivalent to graduation from high school, including or supplemented by coursework in business, secretarial science, or a related field, and three years of increasingly responsible secretarial experience.

The ideal candidate will have knowledge of operations, procedures, and activities of a division office;
Microsoft Office Suite and other software and hardware applications; modern office practices, procedures, and equipment; financial and statistical record-keeping techniques; receptionist and telephone techniques; correct English usage, grammar, spelling, punctuation, and vocabulary; oral and written communication skills; and interpersonal skills using tact, patience, and courtesy.