Job Description

Job Details

Job Location
TFHE-The Foundation for Hispanic Education - San Jose, CA

Salary Range
$68,500.00 - $72,000.00 Salary/year

Description

Position Purpose:
We are looking for an organized and proactive Administrative Assistant to provide essential support to our Student Services team. This role will assist in the day-to-day operations of Student Services while also offering support to other departments as needed. The ideal candidate is detail-oriented, self-motivated, and able to thrive in a fast-paced environment with multiple priorities and evolving demands. As an integral member of our team, you will be expected to manage tasks efficiently, support the department's key initiatives, and handle unexpected situations with ease.

Primary Responsibilities Include:

• Administrative Support to Student Services:
  • Assist in managing internal and external communications related to student services, including emails, phone calls, and correspondence with students, faculty, and staff.
  • Organize and manage the calendar of the Student Services team, scheduling meetings, appointments, and events as needed.
  • Coordinate logistics for Student Services events, orientations, workshops, and meetings.
  • Prepare and review materials such as student forms, policy documents, meeting agendas, and internal reports.
  • Assist with the creation and distribution of communications to students regarding deadlines, services, and updates.
• General Office and Operational Support:
  • Handle day-to-day administrative functions including data entry, filing, and document management.
  • Support the preparation and organization of materials for Student Services meetings and departmental events.
  • Manage and track departmental supplies, ensuring the Student Services office runs smoothly.
  • Provide assistance with basic student record management, ensuring all necessary forms and documents are processed correctly and filed in compliance with relevant policies.
  • Coordinate travel arrangements for the Student Services team, including lodging and transportation as necessary.
• Cross-Departmental Support:
  • Provide administrative support to other departments as needed, assisting with scheduling, project coordination, and general office tasks.
  • Help prepare internal communications and documentation for various department initiatives.
  • Assist in preparing reports, presentations, and other materials for team meetings or inter-departmental collaborations.
• Communication and Coordination:
  • Support the Student Services team in the execution of student-related projects and initiatives, including research, data collection, and information dissemination.
  • Serve as a point of contact for students and staff seeking assistance from the Student Services department, helping to resolve queries in a timely manner.
  • Foster positive relationships across departments and with students, promoting a collaborative and supportive work environment.

Other Functions:

• Assist with ad-hoc projects and tasks as needed, supporting the broader needs of the organization.
• Demonstrate a commitment to the organization's mission, vision, and values, and ensure alignment in day-to-day responsibilities.
• Maintain confidentiality and security of sensitive information and student records in accordance with organizational policies.

Reports To:
Director of Student Services

Qualifications

Required Abilities and Qualifications:

• Strong organizational skills with the ability to manage multiple tasks simultaneously in a high-volume, fast-paced environment.
• Exceptional attention to detail, especially in handling student records and administrative processes.
• Ability to communicate effectively with students, staff, and external partners across various platforms.
• Proactive and able to handle unexpected situations with flexibility and calmness.
• Excellent written and verbal communication skills, with an emphasis on professionalism and clarity.
• Ability to work independently and collaboratively within a team.
• Strong interpersonal skills with a customer-service-oriented attitude.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to maintain a positive and approachable demeanor, even in stressful situations.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Qualifications:

• Education: High school diploma required; Associate's or Bachelor's degree preferred.
• Experience: Minimum of 2 years of administrative experience, ideally in a student services or educational setting.
• Skills:
  • Strong proficiency in administrative duties, including managing calendars, scheduling, and document preparation.
  • Experience with office software and tools, such as Microsoft Office Suite, Google Docs, and scheduling platforms.
  • Strong problem-solving abilities and a proactive approach to tasks.
  • Basic understanding of educational policies and school functions (preferred, but not required).

Additional Information:
This is a full-time, on-site position with the possibility of supporting other departments as needed. Flexibility in working hours and the ability to handle occasional travel may be required. FOUNDATION FOR HISPANIC EDUCATION

Job Tags

Full time,

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