Administrative Assistant

Oakland Community College Office Of Human Resources; United States; A distancia; USD 45.000 - 65.000; Jornada completa

Descripción de la vacante

Oakland Community College Office Of Human Resources seeks an Administrative Coordinator to support the Director of Institutional Standards and Practices, overseeing scheduling, correspondence, records management, and office coordination across multiple campus initiatives.

The role also covers budgeting, event planning, data reporting, and support for ADA-related programs such as The Nest Food Pantry and Mental Health First Aid training, requiring discretion, organization, and teamwork with

Formación

• Associate degree or higher required.
• Minimum of three years of relevant administrative support experience.
• Experience supporting multiple programs, projects, events, or college-wide initiatives preferred.

Responsabilidades

• Provide confidential administrative, executive clerical, and operational support to the Director, including scheduling, correspondence, document preparation, records management, and office coordination.
• Prepare, edit, proofread, and finalize correspondence, reports, presentations, expense reports, contracts, forms, and other departmental materials.
• Coordinate calendars, appointments, meetings, conferences, trainings, workshops, and events, including agendas, materials, room reservations, technology setup, and participant communications.
• Respond to inquiries from students, faculty, staff, community partners, and the public by providing information, coordinating follow-up, and referring specialized matters to appropriate personnel.
• Support departmental budgeting, purchasing, travel arrangements, vendor contracts, invoices, payment authorizations, expense tracking, and financial recordkeeping.
• Maintain and update departmental webpages, SharePoint sites, newsletters, email communications, databases, and confidential records while ensuring information is accurate, current, accessible, and handled appropriately.
• Assist with data collection, analysis, reporting, presentations, project coordination, policy initiatives, and special projects; track assignments, deadlines, action items, and progress.
• Provide administrative, logistical, and project coordination support for ADA-related processes, The Nest Student Food Pantry, Mental Health First Aid training, basic needs initiatives, student support services, and educational programming that promotes cultural awareness, accessibility, inclusion, and student success.
• Ability to adapt to changing departmental priorities, take initiative, learn new processes, and support emerging projects and administrative responsibilities while maintaining organization, accountability, and attention to detail.
• Collaborate with college personnel and external stakeholders across all five campuses to support meetings, professional development, outreach, and college-wide initiatives, including occasional evening and weekend activities as needed.
• Other duties as assigned.

Conocimientos

Admin support

MS Office

SharePoint

Records management

Communication

Educación

Associate degree or higher

Herramientas

Microsoft Office

SharePoint

Website CMS

Databases

Descripción del empleo

Summary of Purpose

Serve as the administrative and operational support to the Director of Institutional Standards and Practices, performing administrative, secretarial, project coordination, and office management functions that support departmental operations and initiatives. Coordinate communications, meetings, trainings, events, and confidential records. Provide administrative, logistical, and project coordination support for ADA-related processes, The Nest Student Food Pantry, Mental Health First Aid training, basic needs initiatives, student support services, and educational programming that promotes cultural awareness, accessibility, inclusion, and student success.

Typical Duties

This description is intended to indicate the types of duties and responsibilities requested of the employee assigned this title. It is not intended to be an exhaustive list of all the duties and responsibilities that may be required:

1. Provide confidential administrative, executive clerical, and operational support to the Director, including scheduling, correspondence, document preparation, records management, and office coordination.
2. Prepare, edit, proofread, and finalize correspondence, reports, presentations, expense reports, contracts, forms, and other departmental materials.
3. Coordinate calendars, appointments, meetings, conferences, trainings, workshops, and events, including agendas, materials, room reservations, technology setup, and participant communications.
4. Respond to inquiries from students, faculty, staff, community partners, and the public by providing information, coordinating follow-up, and referring specialized matters to appropriate personnel.
5. Support departmental budgeting, purchasing, travel arrangements, vendor contracts, invoices, payment authorizations, expense tracking, and financial recordkeeping.
6. Maintain and update departmental webpages, SharePoint sites, newsletters, email communications, databases, and confidential records while ensuring information is accurate, current, accessible, and handled appropriately.
7. Assist with data collection, analysis, reporting, presentations, project coordination, policy initiatives, and special projects; track assignments, deadlines, action items, and progress.
8. Provide administrative, logistical, and project coordination support for ADA-related processes, The Nest Student Food Pantry, Mental Health First Aid training, basic needs initiatives, student support services, and educational programming that promotes cultural awareness, accessibility, inclusion, and student success.
9. Ability to adapt to changing departmental priorities, take initiative, learn new processes, and support emerging projects and administrative responsibilities while maintaining organization, accountability, and attention to detail.
10. Collaborate with college personnel and external stakeholders across all five campuses to support meetings, professional development, outreach, and college-wide initiatives, including occasional evening and weekend activities as needed.
11. Other duties as assigned.

Knowledge and Skills Required

• Knowledge of administrative and executive support practices, office procedures, records management, and organizational operations.
• Strong written and verbal communication skills, including proofreading, editing, correspondence, report writing, and presentation preparation.
• Proficiency in Microsoft Office applications, SharePoint, databases, website content management, and other administrative technology tools.
• Excellent organizational, time management, and project coordination skills, with the ability to manage multiple priorities, meet deadlines, and track assignments.
• Ability to handle confidential and sensitive information with discretion, professionalism, sound judgment, and attention to detail.
• Strong interpersonal, customer service, and problem-solving skills, with the ability to collaborate effectively with students, faculty, staff, community partners, and diverse stakeholders.
• Ability to coordinate meetings, trainings, events, budgets, purchasing, and departmental initiatives while demonstrating cultural awareness, inclusivity, and a commitment to student success.
• Ability to adapt to changing departmental priorities, take initiative, learn new processes, and support emerging projects and administrative responsibilities while maintaining organization, accountability, and attention to detail.

Minimum Education and Experience

EDUCATION: Associate degree or higher required.

EXPERIENCE: A minimum of three years of relevant administrative support experience required. Experience supporting multiple programs, projects, events, trainings, or college-wide initiatives is preferred.