Administrative Assistant I (MESA) (35%)

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

1d • Onsite

About The Position

The Administrative Assistant I supports the operations of Foothill College’s MESA program by performing office, customer service, and program support duties. Reporting to the MESA Director, the position processes reimbursements, purchase orders, and invoices; tracks attendance in database systems; creates flyers and forms; coordinates logistics for field trips and events; maintains the program’s Canvas site; maintains student files and records; and researches resources for students. Some in-person presence is required to assist with technical oversight of the MESA Center, with some work being remote. A consistent schedule is established each quarter to meet program needs, up to 14 hours per week.

Under general supervision, the role provides information and assistance to students, staff, faculty, and the public; prepares documents and correspondence; enters and retrieves data; maintains records; and helps customers with program eligibility questions and forms. The position is classified as permanent hourly, 35% FTE (14 hours per week), for 11 months per year. The starting pay is $31.12 per hour, with a full range of $31.12–$41.73 per hour. The position is on-site as required by the department, with some remote work described for the role. The expected start is as soon as possible after completion of the search process.

Requirements

• Equivalent to completion of the twelfth grade.
• At least one year of increasingly responsible and varied administrative and office support experience, or an equivalent combination of training and experience.
• Understanding of, sensitivity to, and respect for the diverse backgrounds and identities of community college students, faculty, and staff.
• Knowledge of modern office practices, procedures, computer equipment, and applications, including word processing, database, and spreadsheet applications.
• Knowledge of recordkeeping and filing systems, basic business arithmetic and bookkeeping, and methods for preparing and processing records, reports, forms, and documents.
• Ability to perform accurate administrative support work, prioritize requests, meet deadlines, and maintain confidentiality.
• Ability to communicate clearly in person, by telephone, and in writing; prepare correspondence and reports; and explain relevant policies and procedures.
• Ability to maintain accurate databases, records, and files and to use current computer systems, software, and office equipment.
• Ability to establish effective working relationships and use tact, initiative, prudence, and independent judgment within established guidelines.

Responsibilities

• Support MESA program operations, including processing reimbursements, purchase orders, and invoices.
• Track attendance using database systems and maintain student files and records.
• Create flyers and forms, and coordinate logistics for field trips and events.
• Maintain the MESA program Canvas site and research resources for students.
• Provide customer service and respond to questions from students, parents, staff, faculty, and the public about programs, policies, procedures, eligibility, and services.
• Assist students and other customers with forms, applications, and program requirements; schedule appointments as needed.
• Prepare, type, and edit correspondence, reports, agendas, schedules, event materials, and other documents.
• Enter, retrieve, verify, and maintain data, records, databases, and files; research discrepancies and prepare reports.
• Assist with program events, workshops, meetings, and related activities.
• Perform general office support tasks, including handling mail, maintaining supplies, and directing inquiries to appropriate staff.
• Provide some in-person assistance with technical oversight of the MESA Center.

Benefits

• Medical coverage for the employee and eligible dependents
• Dental coverage
• Vision care
• Employee assistance program
• Long-term disability
• Retirement benefits
• Basic life insurance
• Eligibility to elect membership in the Association of Classified Employees (ACE) Union

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED