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Administrative Assistant 1

Concord, CA

Job Description

Department: Student Services

FLSA Status: Non-exempt

 

Position Summary:

Under the supervision of the Administrative Head, the Administrative assistant assists the students, faculty, and the Student Services in day-to-day operations.

 

Responsibilities:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed, but not limited to:

  • Collect and process grades from faculty
  • Update all cumulative grades for students into system and check accuracy
  • Groups evening students for clinical rotation
  • Assists students in preparation of exit exams and interviews
  • Maintains records for grades and attendance of current students
  • Maintains accurate records of students per class/cohort
  • Updates and maintains mailing list
  • Prepares class handouts for evening programs
  • Prepares tests/exams as requested
  • Prepares instructor materials as requested
  • Edits and updates class syllabus. Checking on a regular basis for accuracy
  • Maintains student records on database, creates and provides reports
  • Filing of student information including enrollment agreement, grades, transcripts, etc
  • Type and word process documents as needed
  • Assists the Admissions Advisor in preparation of the Orientation for the incoming students
  • Working with Admissions Advisor to maintain proper documentation of student files
  • Responsible for the processing of student identification cards and maintaining files for IDs
  • Responsible for sizing the evening students for uniforms
  • Mail graduation information to students
  • Assist in graduation ceremony as needed
  • Assist in ordering and preparing diplomas for graduation
  • Answer incoming calls for the department
  • Performs other miscellaneous job-related duties and responsibilities assigned by the Administrator
  • Proactive member of the administrative staff that will help maintain the cleanliness and orderliness of the campus including gathering and emptying trash, set-up and arranging chairs, takes and removes decorations as needed

 

Knowledge, Skills, and Abilities Required:

  • Strong interpersonal and communication skills
  • Ability to communicate effectively and articulate ideas verbally and through writing.
  • Ability to foster a cooperative work environment
  • Ability to meet deadlines and conform to organizational policies.
  • Knowledge of general office machines and telephone systems
  • Knowledge in information technology and computer networking.
  • Organized, committed, and dependable
  • Knowledge of administrative and clerical procedures
  • High degree of discretion dealing with confidential information

Qualifications

Minimum Position Requirements:

  • Proficient in with Microsoft Office Software (Word, Access, Excel, PowerPoint)
  • Must be able to work on a flexible time schedule
  • Experience creating and maintaining an Access database system
  • Experience in preparing bulk mail
  • Typing skills with at least 50 WPM
  • Minimum two years clerical or administrative experience
  • Associate’s Degree preferred but not required and/or an acceptable equivalent combination of education and experience