Administrative Assistant, Counseling

College of the Desert • Palm Desert, CA

19h • Onsite

About The Position

The College of the Desert, Desert Community College District is seeking an Administrative Assistant for the Counseling department. This role is crucial for ensuring timely and efficient office operations, supporting the Dean or Director of a major function. The college is committed to diversity, equity, and inclusion, serving a diverse student population including Hispanic-Serving Institution (HSI) initiatives. The ideal candidate will value collaboration, equity, and a commitment to student success. This position involves complex secretarial and technical office duties, data research and analysis, and maintaining confidential records. The Administrative Assistant will be responsible for managing office functions, implementing new procedures, and preparing reports. The role requires strong organizational skills, the ability to work independently, and excellent communication abilities. The college offers a dynamic learning experience and a welcoming environment for all students and staff.

Requirements

• Graduation from high school supplemented by college-level course work with a grade of “C” or better in computer information systems or business related coursework.
• Three (3) years of increasingly responsible office secretarial or administrative office support experience including some public contact.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of telephone techniques and etiquette.
• Knowledge of record-keeping techniques.
• Knowledge of operation of office machines including computer equipment and applicable software including word processing, spreadsheets, database management; and email.
• Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
• Knowledge of oral and written communication skills.
• Knowledge of interpersonal skills using tact, patience and courtesy.
• Knowledge of policies and objectives of assigned activities.
• Ability to plan and perform complex secretarial and public contact work in support of a Dean/Director.
• Ability to plan and organize work.
• Ability to read, interpret, apply and explain rules, regulations, policies and procedures.
• Ability to evaluate and recommend improvements to systems, procedures and methods.
• Ability to work confidentially with discretion.
• Ability to meet schedules and time lines.
• Ability to maintain logs, reports and records.
• Ability to answer telephones and greet the public courteously.
• Ability to determine appropriate action within clearly defined guidelines.
• Ability to operate a variety of office machines including a computer and applicable software including word processing, spreadsheets, database management and email.
• Ability to type at 45 words net per minute from clear copy.
• Ability to communicate effectively both orally and in writing.
• Ability to maintain records and prepare reports.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to maintain confidentiality of student records.
• Ability to understand and follow oral and written instructions.
• Ability to sit for extended periods of time.
• Ability to bend at the waist, kneel or crouch.
• Must be authorized to work for any employer in the U.S.
• Employment is contingent on residence in California.

Nice To Haves

• Experience working in a community college or higher education setting.
• Experience supporting a Dean or Director.
• Proficiency in specific software beyond basic word processing, spreadsheets, and database management (e.g., student information systems, scheduling software).

Responsibilities

• Plan and perform complex secretarial and technical office duties to assure timely and efficient office operations and relieve the Dean/Director of technical clerical duties.
• Perform various secretarial and administrative duties including answering telephones and greeting visitors; provide information in person or on the telephone or refer to appropriate personnel; open, screen and route mail.
• Compose, prepare and type a variety of correspondence, memos, reports and other materials specific to the assignment; proofread materials to assure accuracy and completeness.
• Organize and coordinate office functions activities and communications to assure efficient and effective office operations.
• Develop new and improved systems and procedures as a result of new policies or directives; assist with implementation after securing approval.
• Research, analyze and prepare information on a variety of topics for dissemination to the public through various communication means maintaining confidentiality of sensitive departmental and other information.
• Make decisions in accordance with laws and regulations and apply them to problem situations; receive and resolve complaints.
• Develop and maintain accurate files and records as required to support the office functions; maintain files in progress and assure proper completion.
• Process documents specific to the office assigned according to established procedures; prepare financial and statistical reports for the Dean/Director.
• Operate office machines including computers and related software applications, photocopiers, calculators, typewriter and other office equipment as assigned; maintain and control various databases.
• Attend meetings and record notes and minutes as required.
• Schedule appointments and meetings and notify appropriate individuals of meeting times and locations; arrange for meeting facilities as needed; prepare calendars as required.
• Maintain an appropriate level of office supplies and order forms and other office supplies as necessary.
• Perform related duties as assigned.

Benefits

• CalPERS retirement system (upon meeting eligibility criteria)
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• Paid holidays
• Flexible scheduling (implied by 40-hour work week, but not explicitly stated as a benefit)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED