Administrative Assistant (Temporary Pool) Job at Inside Higher Ed in Fremont

Administrative Assistant (Temporary Pool)

Inside Higher Ed invites applicants for the Administrative Assistant (Temporary Pool) position. Salary: $27.15 – $31.43 Hourly, Job Type: Part‑Time Temporary, Location: Fremont Campus and/or Newark Center, Division: Human Resources.

Overview

The role supports campus‑wide administrative functions across multiple departments. Candidates will perform secretarial duties, coordinate communications, manage data, produce reports, and assist with budget and inventory tasks.

Duties and Responsibilities

• Perform secretarial and confidential administrative duties to relieve the assigned administrator.
• Serve as secretary, receive, screen, and route telephone calls, take and relay messages.
• Schedule and arrange interviews, appointments, conferences, and other events.
• Receive visitors, provide information, and resolve issues, referring difficult ones to the administrator.
• Assist injured students and visitors with claim documentation and reimbursement processes.
• Input data into computer systems, generate reports, and maintain automated records.
• Research, compile, and verify information for reports and forms.
• Transcribe dictation; review and proofread documents.
• Prepare and maintain data, records and reports for office programs and personnel.
• Plan, coordinate, schedule meetings; send notices; maintain calendars and agendas.
• Operate office equipment and software.
• Prepare reimbursement forms, oversee student worker time information, and submit required compensation documents.
• Analyze departmental operations and recommend improvements.
• Maintain budgets, track expenses, and prepare invoices and reimbursement forms.
• Communicate with departments, administrators, and outside agencies to coordinate activities.
• Monitor inventory levels, order, receive, and maintain office supplies.
• Coordinate travel arrangements and maintain confidential student health information.
• Perform related duties as assigned.

Knowledge, Skills, and Abilities

• Modern office practices, procedures, and equipment.
• Telephone techniques and etiquette.
• Policies and objectives of the program.
• Applicable laws, codes, regulations, policies and procedures.
• Organizational purchasing regulations.
• Record‑keeping techniques.
• Correct English usage, grammar and punctuation.
• Interpersonal skills with tact and courtesy.
• Strong oral and written communication.
• Computer operation and assigned software, including database systems.
• Research, data collection and organization.
• Business letter, report writing, editing and proofreading.
• Basic arithmetic.

Minimum Qualifications

• High school graduation.
• Three years increasingly responsible clerical or secretarial experience involving a public contract.
• Evidence of responsiveness to and understanding of diverse backgrounds and equity‑minded practices.

Required Application Materials

• Resume/Curriculum Vitae.
• Three professional references (name, position, organization, phone, email, relationship).

EEO Statement

The District is committed to equal opportunity and encouraging a diverse pool of applicants. We do not discriminate on any protected basis.