Ohlone College Hiring for Office Assistant (EOPS) at Fremont, CA Full Time

IDEAL CANDIDATE STATEMENT:

Extended Opportunities Programs & Services is seeking an equity-minded Office Assistant III who can support and facilitate communication, outreach, and retention that is accessible to and centers our first-generation college students while prioritizing African American and Latinx communities.

Under the direction of an assigned administrator, perform specialized and complex clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of an organization-wide function or program; answer phones, provide technical information and greet and assist students, parents, staff, faculty, and visitors; assist in assuring smooth and efficient office operations. The EOPS Office Assistant III is essential in providing quality in-person and online student services, sometimes at walk-in windows or service counters as assigned by the position; scheduling and rescheduling appointments; checking in students for appointments; providing technical assistance regarding database usage and program operations. An ideal candidate would be detail-oriented, innovative, with great customer service skills, and collaborate with internal and external partners to further close equity gaps among disproportionately impacted students. To help make strides in this work, the EOPS/CARE/CalWORKs Office Assistant III will support coordination efforts in activities and events to build community, create meaningful connections, and give students a sense of belonging. Please apply, and join our EOPS/CARE/CalWORKs & Special Programs family!

• Ohlone prides itself as a Learning College with the motto of “A World of Cultures United in Learning” and we are looking for staff who embrace diversity in serving students of varied backgrounds and learning styles, highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions;

• The college has a firm commitment to environmental sustainability and looks to all employees to support this important goal.

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 is a 12 month, 100%, Classified Position

ESSENTIAL DUTIES

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 of the 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 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 and/or 1 year of work experience providing clerical support.

PHYSICAL DEMANDS

This position requires physical abilities needed to work in a standard office setting, including but not limited to: standing and/or sitting for prolonged periods; occasional stooping, bending, kneeling, and twisting; occasional lifting, carrying, pushing and/or pulling light and moderate amounts of weight; operating office equipment which may require repeated fine motor skills (e.g.: keyboard use); and the ability to communicate in written and verbal forms. The position requires vision and hearing in normal ranges (with or without correction) sufficient to operate any assigned equipment and the ability to clearly communicate with others in written and verbal forms.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

ENVIRONMENTAL ELEMENTS