Overview
Administrative Aide I Jobs in San Diego, CA at City of San Diego
This position will service as the primary point of contact for students and visitators for the Bridge to Success Program, providing exceptional customer service and administrative support. The position is responsible for providing a range of duties including reception, assisting of program events coordination, data entry, word processing, project management, and general office organizational support. Strong communication, interpersonal, organizational, customer service, technology, and computer software (Microsoft Office) skills are essential.
ESSENTIAL FUNCTIONS:
Greet all students and guests ensuring a positive and welcoming experience. Must be able to triage student needs to appropriate staff member as needed.
Serve as the first point of contact for all phone calls, emails and in person inquires.
Schedule appointments for staff, advisors or other appropriate services as needed for students/staff.
Provides accurate and detailed information, answers questions and guide/walk individuals to appropriate departments when necessary.
Handle routine inquiries and directs individuals to appropriate resources; take clear and concise messages and distribute to appropriate party.
Collect and process documents related to Bridge services.
Assist with distributing important communications or announcements to students/staff or campus community. Ability to create internal flyers.
Maintain organized files and records for Bridge operations, ensuring documentation is accurate and up to date.
Input data into relevant systems or files and assist with data entry/scanning of records.
Provide logistical and administrative support for events or outreach efforts.
Assist with event preparation which may include ordering of food or supplies and managing communication with students/staff/campus community.
Corresponds with internal and external constituents to arrange meetings/training opportunities.
Prepares and distributes team meeting minutes and other necessary materials to staff.
Assists with financial requests and routes for appropriate needs and signatures.
Maintains program calendar, reserves appropriate rooms, schedules food and other needs for the events. Makes sure that attendance is taken, and activities are tracked in student tracking system.
Order and inventory office and student supplies.
Assist with Canvas tasks as assigned.
Performs work requiring knowledge of the organization or program to verify documents for completeness, accuracy, and to determine compliance with department procedures.
Work effectively with off-campus centers making sure that they have information about Bridge services/events.
Compiles data and completes reports in a timely manner.
Maintains efficient and organized filing systems, setting up new files, classifying, labeling, filing, and retrieving documents.
Performs additional related duties as assigned by immediate supervisor.
UNIQUE FUNCTIONS
Gathers data and completes reports.
Corresponds with internal and external constituents.
Assists Senior Coordinator and program staff with duties as needed as well as faculty and students.
Maintains record keeping, such as budget materials and student information.
Knowledge and ability to apply business functions, accounting principles, and billing procedures.
Knowledge and experience with technology, and Microsoft Office products.
SPECIFIC SKILLS REQUIRED
Excellent customer service.
Significant experience with technology and Microsoft Office software/products.
Self-starter, dependable, and ability to work under minimal supervision.
Organization skills to work within prioritized needs.
Excellent interpersonal communication and public relations skills to meet people courteously and to work with all ages and socioeconomic groups.
A strong service orientation or desire to meet people’s needs, handle challenging situations and provide customer service and promote teamwork within the department, the college and community.
Good judgment and professionalism in dealing with pressures and meeting deadlines.
Ability to listen, take directions, and communicate effectively both verbally and in writing.
Ability to attend to detail and follow directions with thoroughness and accuracy.
Self-motivation to take assignments and carry them through from initial stages to completion.
Able to maintain confidentiality with all matters.
Ability to evolve with changing technology, software, and electronic data handling.
Maintains a professional atmosphere in the work area.
Flexibility and a willingness to attend and receive additional training to improve skills.
Has respect for the opinions of others and behaves in such a way as to ensure an atmosphere of respect and trust.
TECHNICAL EXPERTISE REQUIRED
Proficiency in appropriate technology, computer software including Microsoft Office, e-mail, telephone skills, and other related office systems.
Business communications, including proper business English usage, composition, punctuation, and spelling.
Ability to communicate effectively in English and Spanish (preferred).
Experience using basic math skills.
Experience in data collection and report writing.
EDUCATION / TRAINING REQUIRED
Associates degree required, bachelor’s degree preferred.
Microsoft Office experience.
Bi-lingual in English and Spanish (preferred).
The College of Southern Idaho is an equal opportunity employer with a commitment to cultivating and sustaining an environment in which our employees and learners thrive. The College prohibits discrimination on the basis of any legally protected status.
Show more
Title: Administrative Aide I
Company: City of San Diego
Location: San Diego, CA
