Division Administrative Assistant, Language, Communication, & Deaf Studies
Ohlone College

Salary: $68,820.00 - $87,876.00 Annually
Job Type: Full-Time
Division: Language, Communication, and Deaf Studies
Opening Date: 05/05/2025
Location: Fremont Campus
Job Number: 202300144
Department: Language, Communication, and Deaf Studies
Bargaining Unit: California School Employees Association (CSEA)

Ideal Candidate Statement

The ideal candidate is someone who can manage the day-to-day operations of the academic division, while supporting the particular needs of the Dean, faculty, staff, and students on any given day. This includes course scheduling, hiring and payroll forms processing, and budget requisitions and tracking. They need to be efficient, organized, and able to multi-task. Accuracy and the ability to meet deadlines are keys to success in this position. They need to be resourceful, be a good problem solver, and appreciate working as a part of a team. The ideal candidate will have a strong interest in or willingness to learn American Sign Language (ASL) and will enjoy interacting with students, members of the public, and colleagues.

Position Description

Under general supervision, a Division Administrative Assistant supports an Academic Dean by performing complex and detailed clerical work, including but not limited to: calendar management; time keeping functions; development of communications; budget administration; assistance with developing the division’s class schedule; and ensuring compliance with a variety of District policies and procedures. The Division Administrative Assistant ensures that faculty personnel actions follow collective bargaining agreements and District policies. A high degree of independent judgement and creativity is required to resolve many minor and occasional major problems that arise.

Duties and Responsibilities

Complete important duties as the primary and confidential assistant to the supervising manager, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office, division, and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information; maintain up-to-date files of syllabi and course outlines for faculty and the administrator.
1. Create and edit full-time and adjunct faculty contracts as assigned; as directed, be involved in tasks such as: creating faculty workloads, creating class schedules, calculating clock and contact hours, generating room assignments; assist in accounting for faculty release time, substitutions and stipends as required; input information into an assigned database; process section cancellations as required; process newly-hired faculty; verify and submit contracts to faculty for approval.
1. Ensure that full-time and adjunct faculty are assigned appropriate teaching loads and that overloads are paid accordingly; track adjunct faculty workloads to comply with the Education Code.
1. Modify and maintain the division course schedule, adheres to the production timeline and ensures schedule entry accuracy; enter changes to sections and section cancellations into Colleague; coordinate with Curriculum and Scheduling Office to track changes made to sections; verifies scheduling content to align with catalog and curriculum updates as directed; reviews accuracy of and enters workload assignments.
1. Assist the manager in processing stipends, release time, and pay for substitutes.
1. Track adjunct and full-time faculty evaluation cycles to ensure compliance with the appropriate bargaining unit contract.
1. If applicable, assist the Academic Dean with the process of tracking the evaluation progress, incompliance with the bargaining unit contract, to assist the Dean in making recommendations for rehire preference of adjunct faculty to the appropriate Vice President.
1. Process timesheets, payroll, stipends, and other compensatory functions; oversee student worker time in an assigned software system; generate, maintain, update and submit required compensation documents to appropriate personnel in accordance with College policies and procedures.
1. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within Federal and/or State requirements; initiate budget transfers as directed; if assigned, maintain District credit cards; review charges and prepare invoices and reimbursement forms; serve as the Division resource in providing budget coding assistance.
1. Process program eligibility and registration as assigned by the position; generate reports and registration status and input into an assigned database; explain and interpret eligibility requirements; verify recruitment areas, eligibility, and transfer status of potential applicants; prepare, maintain and submit a variety of logs and reports as relating to student eligibility status and progress as required.
1. Conduct research to develop correspondence, memoranda, and other communications as assigned by the supervising manager.
1. Organize the supervising manager’s calendar as requested to arrange and confirm meetings, screen requests for appointments, confirm travel plans, confirm conference arrangements, develop itineraries and prepare other related documents.
1. Assist with the implementation of new technology as required.
1. Organize a variety of events, including but not limited to: staff meetings, special events, and trainings.
1. Screen and route calls and electronic messages, visitors and mail; respond to inquiries from students, staff, faculty, and outside agencies regarding division and department functions; direct individuals to services and organizations as appropriate.
1. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College’s students, faculty, staff, and community.
1. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
1. Review new hire paperwork for adjunct faculty, short term employees, and student assistants for completeness. Prepares Personnel Action Forms and Minimum Qualifications forms to route for signatures.
1. Train and lead the work of other Division support staff including recommending timelines, reviewing completed work, and guiding staff on modifications to existing procedures.
1. Prepare purchase requisitions either paper or electronic based on established purchasing guidelines.
1. Update the division websites and other program/department websites under the Division; assist other departments within the Division in updating their websites and other online platforms and sites.
1. Coordinate with Curriculum and Scheduling the entry of program, department, and division events and activities in the master calendar system.
1. Perform related duties as assigned.

Knowledge Of

District policies and procedures related to divisions and departments;
Collective bargaining agreements;
General office software and equipment;
Enterprise Resource Planning (ERP) software;
Data reporting software;
Time keeping software and/or practices;
Event Management Software (EMS);
Information Administrative Software.

Skill To

Apply knowledge of District policies related to the area of responsibility and understanding of the relevant collective bargaining agreements to assist with communications and help ensure that personnel actions comply with those agreements;
Provide information and respond to basic inquiries on behalf of the supervising manager; refer visitors to appropriate personnel;
Use ERP software to enter data, track finances review budgets, submit purchase requisitions, and process invoices for payment;
Use time-keeping software and/or practices to track timesheets and requests for use of paid time off;
Use event management software to reserve campus spaces on behalf of divisions and departments;
Use data reporting software to produce reports;
Use general office software and equipment to develop meeting agendas, coordinate meetings, take and transcribe meeting minutes, aggregate data, communicate with District employees and visitors;
Organize, track, and maintain data in electronic and manual files.

Ability To

In all interactions, exhibit sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college employees, students, and visitors;
Effectively relieve the supervising manager of routine administrative duties;
Effectively prioritize assignments and meet deadlines;
Take accurate meeting minutes;
Ensure the accuracy of data that is entered into appropriate databases;
File documents accurately and appropriately;
Communicate effectively, orally and in writing;
Develop and maintain effective working relationships with others;
Coordinate, anticipate, and resolve faculty workload issues.

Minimum Qualifications
Any combination equivalent to: a Highschool diploma and/or 3 years of higher-level work experience providing administrative support;
AND
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Physical Characteristics
This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Application Materials: The below items must be uploaded as attachments for your application to be complete and considered.

Resume/Curriculum Vitae.
A cover letter addressing the listed desirable qualifications and personal/professional qualities.
A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.
Diversity question response: What does it mean to have a commitment to diversity, and how would you apply this commitment as you conduct your responsibilities in this position?

Foreign Transcripts
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline. Here is a list of approved foreign degree evaluations services: http://www.ohlone.edu/org/hr/forms/docs/evaluationofforeigndegrees.pdf (Download PDF reader)

District Statement
Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

Vision Statement
Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success.

Mission Statement
Ohlone College offers high quality educational and career pathways and personal enrichment courses to serve the diverse needs of all students and the community. Ohlone provides excellent instruction and support services, awards associate degrees and certificates, and promotes university transfer in an inclusive, equitable, and multicultural environment where student learning and achievement are paramount. Ohlone fosters innovation, encourages student expression, and promotes ethical behavior and global citizenship.

EEO Statement
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants. If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment
Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

Immigration Reform & Control Act of 1986
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal Immigration Reform & Control Act of 1986.

*The District reserves the right to modify, rescind, or re-advertise this recruitment at any time*

Job Details

Division Administrative Assistant, Language, Communication, & Deaf Studies

About the Role: