Administrative Assistant - Automated Manufacturing

Austin Community College District•Highland, CA

6d•Onsite

About The Position

The Administrative Assistant provides high-level administrative support to department leadership by managing calendars, coordinating meetings, and handling correspondence, while also overseeing office operations, records management, and departmental budgets or purchasing requests. This role serves as a primary point of contact for faculty, staff, students, and the public, addressing inquiries, resolving scheduling conflicts, and ensuring smooth day-to-day departmental functioning. Additionally, the position often supervises or trains lower-level administrative staff, coordinates special projects or events, and ensures compliance with college policies and procedures related to documentation, reporting, and institutional processes.

Requirements

Two years related work experience.
High school diploma or educational equivalent.

Nice To Haves

Familiarity with serving multicultural populations.

Responsibilities

Performs administrative duties for a department in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the supervisor's schedule.
Communicates program information and assists students.
Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
May design and produce handouts, fliers, newsletters, brochures, manuals or other documents; may maintain or update webpages or use social media.
Responds to and/or directs inquiries in person or on the telephone; accesses and works with other staff to assist in resolving issues from students, employees, and the public.
Maintains schedules, calendars, and appointments, which may include scheduling department meetings and events, issuing invitations, arranging for location and equipment, typing minutes, and preparing information packets.
Compiles and produces routine reports or documents.
May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures or take payments, or assist in departmental procurement processes.
May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
May be assigned responsibility for special projects such as scheduling rooms, compiling information packets, creating spreadsheets, charts, and graphs, and other projects.
May oversee the work flow of others, as appropriate.