Administrative Assistant

University of California; Palm Desert (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

College of the Desert in Palm Desert seeks an Administrative Assistant under the direction of a Dean or Director to plan and perform a variety of complex secretarial and technical office duties, ensuring timely and efficient operations and relieving leadership of clerical tasks.

Responsibilities include answering phones, greeting visitors, composing correspondence, organizing communications, developing procedures, maintaining confidential records, scheduling meetings, preparing reports, and

Qualifications

• Any combination equivalent to: graduation from high school supplemented by college-level course work with a grade of “C” or better in computer information systems or business related coursework and three (3) years of increasingly responsible office secretarial or administrative office support experience including some public contact.
• Proven ability to plan and perform complex secretarial and public contact work; read, interpret, apply laws and regulations; maintain office records and confidentiality.
• Experience with office equipment and software including word processing, spreadsheets, databases and email.

Responsibilities

• Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations.
• Answer telephones and greet visitors; provide information or refer to appropriate personnel; open, screen and route mail.
• Compose, prepare and type a variety of correspondence, memos, reports and other materials; proofread for accuracy.
• Organize and coordinate office functions, communications and activities for efficient operations.
• Develop new and improved systems and procedures; assist with implementation after approval.
• Research, analyze and prepare information for dissemination to the public; maintain confidentiality of sensitive information.
• Make decisions in accordance with laws and regulations; receive and resolve complaints.
• Maintain accurate files and records; manage progress and proper completion.
• Process office documents; prepare financial and statistical reports for the Dean/Director.
• Operate office machines and software; maintain and control databases.
• Attend meetings and record notes and minutes.
• Schedule appointments and meetings; notify attendees; arrange facilities; prepare calendars.
• Maintain an appropriate level of office supplies and order forms.
• Perform related duties as assigned.

Skills

Office administration

Data handling

Communication skills

Discretion & confidentiality

Education

High school diploma plus college coursework

Three years of experience

Tools

Word processing

Spreadsheets

Database management

Email

Job description

Under the direction of a Dean or Director of a major function plan and perform a variety of complex secretarial and technical office duties in an assigned area to assure timely and efficient office operations for the department and relieve the Dean or Director of technical clerical duties; research, collect, analyze and compile data and information as needed; maintain complex files and records related to departmental operations, programs and expenditures.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant performs duties as primary secretarial support to a Dean or Director of a major function. The Secretary provides support to a Coordinator, Director or other supervisor of a small program or function. The Senior Administrative Secretary reports to a Vice President and provides a broad range of administrative support to a College Administrator.

1. Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations and relieve the Dean/Director of technical clerical duties.
2. Perform various secretarial and administrative duties including answering telephones and greeting visitors; provide information in person or on the telephone or refer to appropriate personnel; open, screen and route mail.
3. Compose, prepare and type a variety of correspondence, memos, reports and other materials specific to the assignment; proofread materials to assure accuracy and completeness.
4. Organize and coordinate office functions activities and communications to assure efficient and effective office operations.
5. Develop new and improved systems and procedures as a result of new policies or directives; assist with implementation after securing approval.
6. Research, analyze and prepare information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
7. Make decisions in accordance with laws and regulations and apply them to problem situations; receive and resolve complaints.
8. Develop and maintain accurate files and records as required to support the office functions; maintain files in progress and assure proper completion.
9. Process documents specific to the office assigned according to established procedures; prepare financial and statistical reports for the Dean/Director.
10. Operate office machines including computers and related software applications, photocopiers, calculators, typewriter and other office equipment as assigned; maintain and control various databases.
11. Attend meetings and record notes and minutes as required.
12. Schedule appointments and meetings and notify appropriate individuals of meeting times and locations; arrange for meeting facilities as needed; prepare calendars as required.
13. Maintain an appropriate level of office supplies and order forms and other office supplies as necessary.
14. Perform related duties as assigned.

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school supplemented by college-level course work with a grade of “C” or better in computer information systems or business related coursework and three (3) years of increasingly responsible office secretarial or administrative office support experience including some public contact.

KNOWLEDGE AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment; telephone techniques and etiquette;
• Record-keeping techniques; operation of office machines including computer equipment and applicable
• software including word processing, spreadsheets, database management; and email; correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills; interpersonal skills
• using tact, patience and courtesy; policies and objectives of assigned activities.

Ability to:

• Plan and perform complex secretarial and public contact work in support of a Dean/Director;
  Plan and organize work; read, interpret, apply and explain rules, regulations, policies and procedures;
  evaluate and recommend improvements to systems, procedures and methods; work confidentially with
  discretion; meet schedules and time lines; maintain logs, reports and records; answer telephones and greet
  the public courteously; determine appropriate action within clearly defined guidelines; operate a variety of
  office machines including a computer and applicable software including word processing, spreadsheets,
  database management and email; type at 45 words net per minute from clear copy; communicate effectively
  both orally and in writing; maintain records and prepare reports; establish and maintain cooperative and
  effective working relationships with others; maintain confidentiality of student records; understand and
  follow oral and written instructions; sit for extended periods of time; bend at the waist, kneel or crouch.

• Classified Bargaining Unit Position
• Classified Staff Salary Range 12
• Retirement System: CalPERS (upon meeting eligibility criteria)
• Salary placement is contingent on education, experience, and department budget.

SCHEDULE & LOCATION:

• This position is scheduled 40 hours per week, 12 months per year.
• The schedule is Monday – Friday from 8:00 a.m. – 5:00 p.m.
• The primary location is Palm Desert Campus.
• The schedule and location are subject to change based on District need.

IMPORTANT INFORMATION FOR APPLICANTS

• Applicants must be authorized to work for any employer in the U.S.
• College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.
• Employment is contingent on residence in California.
• Salary placement will be contingent on all materials submitted for this position.

• List of References: References should include at least two supervisors and one colleague. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.

• Application materials must be received by the deadline. Application materials received after the closing deadline will not be accepted.

TIMELINES:

• For consideration, please apply by September 4, 2026. Late submissions will not be accepted.
• Interviews are tentatively scheduled in-person on October 19, 2026.
• Final Interviews are tentatively scheduled in-person on November 2, 2026.
• Tentative schedule is subject to change based on District need.