Administrative Assistant Job at San Jacinto College in Pasadena

Administrative Assistant - District Office

• 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.

• 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.

• 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)

• High school diploma or equivalent

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

• 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.

• Above requirement including one or more years in a higher education environment. Bilingual candidates are encouraged to apply.

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