Administrative Assistant I (International Student Program Operations)

Foothill-De Anza Community College District•El Monte, CA

10d•Onsite

About The Position

The Foothill-De Anza Community College District is hiring a full-time, permanent Administrative Assistant I for its International Student Program Operations. The position provides office, customer-service, and program support, including international admissions assistance, immigration-process support, student data management, and general office operations. Employees are expected to work in person and on campus; the District has no remote-work policy. The position receives general supervision from assigned supervisory and managerial staff and does not supervise staff. The work includes entering, reconciling, and maintaining student information in Banner, Slate, Sunapsis, and SEVIS; creating and updating SEVIS records; assisting prospective students and applicants; and supporting immigration compliance as a Designated School Official (DSO). The role also supports health-insurance reporting and inquiries, student activities and events, front-desk operations, office organization, and student-worker coordination. The posting also lists clinic-related duties and qualifications, including maintaining confidential health records, entering immunization data into an EMR, and a required BLS/AED certification. This is the first experienced-level class in the Administrative Assistant series. The role performs varied office support, customer service, and program support tasks, with assignments becoming more varied and independent as experience is gained. The typical schedule may vary; the posting describes an on-campus sample schedule of Monday, Tuesday, Wednesday, or Friday from 9:00 AM to 3:00 PM, and says hours and days may change based on staffing needs. The position is full-time, permanent, and 12 months per year. Starting salary is $5,415.12 per month, with a full range of $5,415.12–$7,261.35 per month. Starting date is as soon as possible upon completion of the search process.

Requirements

High school diploma or equivalent; the minimum qualification also specifies completion of the twelfth grade and one year of increasingly responsible and varied administrative and office support experience, or an equivalent combination of training and experience.
Current Basic Life Support/AED (BLS) certification is required.
Understanding of, sensitivity to, and respect for the diverse backgrounds and needs of community college students, faculty, and staff.
Knowledge of modern office practices, procedures, technology, computer equipment, and word-processing, database, and spreadsheet applications.
Knowledge of record-keeping and filing systems; methods for preparing and processing records, reports, forms, and documents; English usage; and basic business arithmetic and bookkeeping.
Ability to perform administrative support accurately and meet deadlines; prioritize multiple calls and service requests; maintain accurate databases, records, and files; and maintain confidentiality.
Ability to communicate clearly in person, by telephone, and in writing; prepare correspondence and reports; interpret and explain applicable policies and procedures; and provide effective customer service to a diverse population.
Ability to organize work, meet critical deadlines, follow up on assignments, use modern business equipment and software, and establish positive working relationships.
Ability to work on campus in an office environment and perform the listed physical duties, including frequent standing and walking, bending, stooping, kneeling, reaching, and handling materials up to 10 pounds.

Nice To Haves

Associate’s degree or administrative training preferred.
Previous experience in a healthcare or college health setting is strongly preferred.
Familiarity with medical terminology and EHR systems such as Pyramed or similar.

Responsibilities

Assist with international admissions, immigration processes, and student services support.
Input, reconcile, and maintain student data across Banner, Slate, Sunapsis, and SEVIS.
Create and update student records in SEVIS and support immigration compliance as a Designated School Official (DSO).
Respond to prospective students’ and applicants’ inquiries and provide application support.
Conduct Banner updates, audits, data clean-up, and report review to maintain accurate records.
Input and audit student arrival forms and supporting documentation.
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 preparing student activities and events, and support event setup, coordination, and cleanup.
Open and close the office Monday through Thursday; respond to general office and email inquiries.
Support front-desk operations and assist students and visitors; answer phones, respond to emails, and schedule appointments.
Coordinate and maintain office organization and shared spaces; coordinate student workers.
Serve as a first point of contact for students, staff, faculty, visitors, and the public, providing information or directing inquiries appropriately.
Prepare, type, edit, and process correspondence, forms, reports, and other documents; maintain accurate files, records, and databases.
Verify forms and reports for completeness and conformance with applicable procedures; research discrepancies and maintain confidentiality.
Support clinic operations by preparing and publishing required forms, entering immunization data into an EMR system, organizing files, and maintaining confidential student health records in accordance with HIPAA and FERPA.
Assist with health outreach events and distribute health education materials.
Maintain reception and administrative areas so they are clean, stocked, and organized.
Perform related duties as assigned.