Office Assistant - Deaf Center (Temporary)

Ohlone College (CA); Fremont (CA); On-site; USD 33,000 - 42,000; Part time

Job summary

Ohlone College in Fremont, CA seeks a temporary substitute front desk assistant to greet visitors and guide them to services. The role involves scheduling, data entry, and basic clerical support to the Deaf Center and district departments.

Responsibilities include coordinating appointments, entering data, maintaining records, and organizing events. Candidates should demonstrate equity-minded practices and strong customer service skills.

Qualifications

• Frontline customer service for students and visitors.
• Experience using scheduling and data-entry tools.
• Familiarity with general office software and equipment.

Responsibilities

• Greets visitors and provides information about services.
• Refers students to District support services and schedules services.
• Schedules appointments for students and visitors.
• Inputs data into databases to support functions.
• Reviews documents for completeness and files records.
• Maintains departmental peripheral equipment and handles repairs.
• Organizes events such as meetings and trainings.
• Demonstrates sensitivity to diverse backgrounds and equity.
• Engages and supports historically impacted groups with culturally responsive service.
• Performs related duties as assigned.

Skills

Customer service

Scheduling software

Data entry

Office equipment

Education

High School Diploma

Tools

Database software

ERP software

Microsoft Office

Job description

Definition

Under general supervision, the position acts in a frontline capacity in spaces that provide services to students and the community. The position is required to provide effective customer service while assisting students and departmental visitors navigate a department’s services. The position is responsible for administering day-to-day clerical duties such as scheduling appointments, clearing registration holds, referring students to District support services, answering phones, inputting information into databases, running reports, tracking of data, and other basic clerical assistance.

This position supports the Deaf Center.

Employment Information

• This is a temporary substitute position, limited to a maximum of 165 working days within a fiscal year.
• This position is not eligible for medical, dental, or vision benefits through the District.
• Holidays and vacations are unpaid.
• Sick leave is accrued in accordance with applicable state law.
• Employees who work over 1,000 hours in a fiscal year will be enrolled in CalPERS.
• This position works 10 months per year.

Duties and Responsibilities

1. Greets departmental visitors to provide information about departmental services;
2. Refers students and visitors to departmental and District support services; schedules services as appropriate;
3. Schedules appointments for students and departmental visitors to meet with departmental personnel, or to use departmental spaces;
4. Enters data into appropriate database to support departmental functions;
5. Reviews departmental documentation to ensure completeness;
6. Files departmental documents, records, reports, and related materials;
7. Conducts basic maintenance for departmental peripheral equipment by scheduling maintenance, scheduling repairs, replacing toner cartridges, and performing other related services;
8. Organizes a variety of events such as, but not limited to, staff meetings, special events, and trainings.
9. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds ofthe College’s students,faculty, staff, and community.
10. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices;
11. Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge Of:

1. Principles of effective customer service;
2. Appointment scheduling software;
3. Departmental services;
4. District support services;
5. Data gathering software;
6. Enterprise Resource Planning Software;
7. General office software and equipment.

Skill To:

1. Use principles of effective customer service to communicate and assist students and departmental visitors;
2. Apply departmental knowledge to answer general inquiries and provide information about departmental services;
3. Use appointment scheduling software to make appointments between students and District staff;
4. Use knowledge of departmental and District support services to guide students to such services;
5. Use data gathering services to run reports;
6. Use ERP software to review student records;
7. Use general office software and equipment to communicate with District staff, students, and departmental visitors.

Ability To:

1. Ensure effective customer service during all interactions that exhibit sensitivity and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, District staff, and departmental visitors;
2. Effectively guide student to District support services;
3. Ensures the accuracy of data that is entered;
4. Ensure the proper maintenance of peripheral equipment;
5. File documents accurately;
6. Communicate effectively, orally and in writing;
7. Develop and maintain effective working relationships with District staff, students, and departmental visitors.

Minimum Qualifications

• High School Diploma
• 1 year of work experience providing clerical support
• 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.

Desirable Qualifications

• Demonstrated fluency in American Sign Language.

Required Application Materials

1. Resume/Curriculum Vitae.
2. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.

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, and 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: [phone].

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 Affimation 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.