Administrative Assistant I (International Student Program Operations)

Foothill-De Anza Community College District; California (MO); On-site; USD 60,000 - 81,000; Part time

Job summary

Foothill-De Anza Community College District is seeking an administrative assistant for on-campus health services, assisting with international admissions and student health operations. You will handle records, immunization data, and EMR entries while providing frontline support to students and staff.

Responsibilities include HIPAA/FERPA compliant record keeping, responding to inquiries, coordinating health outreach events, and supporting front desk activities.

Qualifications

• High school diploma or equivalent; associate’s degree preferred.
• Current Basic Life Support/AED (BLS) certification required.
• Previous healthcare or college health experience preferred.
• Familiarity with medical terminology and EHR systems (e.g. Pyramed or similar).
• Strong communication, interpersonal, and customer service skills.
• Proficiency in Microsoft Office Suite and general office equipment.
• Ability to maintain confidentiality and work with a diverse student population.
• On-campus work schedule; some days may vary (Mon–Thu).

Responsibilities

• Serve as first point of contact for students, staff, and visitors in a professional manner.
• Maintain confidential student health records in HIPAA/FERPA compliance.
• Support clinic operations by handling forms, entering immunization data, and organizing EMR files.
• Assist in health outreach events and distribute health education materials.
• Ensure reception areas are clean, stocked, and well-organized.
• Assist with front desk operations and respond to general inquiries.

Skills

BLS Certification

Healthcare/College Health Experience

Medical Terminology

MS Office

Confidentiality

Customer Service

Diversity Sensitivity

Education

High school diploma or equivalent

Associate’s degree or administrative training preferred

Tools

Pyramed/EHR systems

Job description

Salary Grade: C1-43

Starting Salary: $5,415.12 (per month)

Full Salary Range: $5,415.12 – $7,261.35 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified hourly position above.

The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department.

The Foothill-De Anza Community College District does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews. All interviewing costs incurred will be the responsibility of the applicant.

Foothill – De Anza Community College District Mission Statement:

The mission of the Foothill-De Anza Community College District is student success and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability.

Foothill College Mission Statement:

Believing a well-educated population is essential to sustaining and enhancing a democratic society, Foothill College offers programs and services that empower students to achieve their goals as members of the workforce, as future students, and as global citizens. We work to obtain equity in achievement of student outcomes for all California student populations, and are guided by our core values of honesty, integrity, trust, openness, transparency, forgiveness, and sustainability”

These core values are essential to authentic and sustainable institutional equity at Foothill College. Institutional equity is embedded not only in the college’s Educational Master Plan and Strategic Vision for Equity but in its planning, hiring and evaluative processes.

Job Summary/Example of Duties:

• Assist with international admissions, immigration processes, and student services support.
• Input, reconcile, and maintain student data across systems including Banner, Slate, Sunapsis, and SEVIS.
• Create and update student records in the Student and Exchange Visitor Information System (SEVIS).
• Assist prospective students and applicants by responding to inquiries and providing application support.
• Conduct Banner updates, audits, and data clean-up to ensure data accuracy and integrity.
• Perform report review and clean-up activities to maintain accurate records.
• Input and audit student arrival forms and supporting documentation.
• Serve as a Designated School Official (DSO) and support immigration compliance processes.
• Conduct quarterly reconciliation and clean-up of health insurance reports.
• Submit reports and coordinate with third-party providers.
• Respond to general health insurance inquiries from students and stakeholders.
• Assist with planning and preparation for student activities and events.
• Attend events and support set-up, coordination, and clean-up activities.
• Open and close the office Monday–Thursday.
• Respond to general office and email inquiries.
• Support front desk operations and provide assistance to students and visitors.
• Coordinate and maintain office organization and shared spaces.
• Coordinate student workers.

Key Responsibilities:

• Serves as first point of contact to assist students, staff, and visitors in a professional and friendly manner
• Answer phones, respond to emails, and manage appointment scheduling
• Maintain accurate and confidential student health records in accordance with HIPAA and FERPA
• Support clinic operations by preparing and publishing required forms, entering immunization data into the EMR system, and organizing files
• Assist in health outreach events and distributing health education materials
• Ensure reception and administrative areas are clean, stocked, and well-organized

Qualifications:

• High school diploma or equivalent; associate’s degree or administrative training preferred
• Current Basic Life Support/AED (BLS) certification required
• Previous experience in a healthcare or college health setting strongly preferred
• Familiarity with medical terminology and EHR systems (e.g. Pyramed or similar)
• Strong communication, interpersonal, and customer service skills
• Proficiency in Microsoft Office Suite and general office equipment
• Ability to maintain confidentiality and work sensitively with a diverse student population
• This position is scheduled to work on campus, and hours and days may be adjusted based on staffing needs. The sample work schedule may vary, typically falling on Monday, Tuesday, Wednesday, or Friday from 9:00 AM to 3:00 PM.

DEFINITION

Under general supervision, performs a variety of office support, customer service, and/or program support duties; performs word processing, data entry, and typing; prepares correspondence using standard formats; interacts frequently with students, staff, faculty, and the general public and explains program, department, and/or division policies and procedures, provides other District information, and/or directs questions and inquiries to the appropriate staff; assists students and other customers with program eligibility questions and the completion of required forms and applications; schedules appointments on behalf of program, department, and division staff; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory and managerial staff. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This is the first experienced-level class in the Administrative Assistant series. Initially under more direct supervision, incumbents with general office support experience perform work such as customer service at the front counter and over the phone and email; providing assistance to students, faculty, staff, and the general public with program requirements, policies, procedures, and eligibility questions; document preparation and completion; file and records maintenance; scanning; data entry; and screening phone calls and visitors, responding to emails, processing mail, and directing questions to