Work Schedule: Remote work transitioning to in person August, 2021. Number of days may vary by position. Monday- Friday, 8:00 AM – 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)
Performs advanced administrative duties independently at the direction of the head of a functional activity within a college or District; manages daily activities to assure efficient operations; provides information to departments, personnel, students and the public on the phone and in person; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.
Prepares and maintains class schedules, staff assignments, room assignments, textbook orders, audio-visual, computer equipment, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists with probationary tenure reviews; may provide assistance in prerequisite clearance for registration
Plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Serve as a liaison with internal and external partners as appropriate in the execution of assigned responsibilities.
Assists in the compilation and preparation of budgets; maintains department expenditures and budgets; approves expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding financial issues.
Maintains a variety of complex records of confidential nature including information regarding Board, District, personnel, student, or controversial matters; inputs and retrieves computerized data as required. Develops, maintains and updates specialized and custom forms, databases, logs, files, schedules, lists, certificates, records and reports to support work processes in areas of assigned responsibility. Reviews information, identifies discrepancies and completes analysis to resolve appropriately. Completes analysis and manipulation of data to ensure accuracy and compliance with applicable policy and regulations.
Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes, and routes mail.
Orders supplies and equipment, and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.
Provides functional work direction to other administrative support staff in area of assignment. Trains and provides work direction and guidance to others as directed.
Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.
Performs related duties as assigned.
This position is responsible for performing a wide variety of comprehensive, complex, and specialized administrative duties to support the head of a functional activity within a college or District; and managing office functions to assure efficient operations. This requires specialized knowledge in the functional area supported (e.g. financial aid, student services, health services, various instructional areas, and any other departments).
The Administrative Assistant III maintains frequent contact with various District departments and personnel, faculty, students and the public.
Knowledge, Skills, and Abilities:
Knowledge of District organization, operations, policies and objectives
Knowledge of applicable sections of State Education Code and other applicable laws
Knowledge of organization, policies, and rules of assigned department or program
Knowledge of modern office practices, procedures and equipment
Knowledge of record-keeping techniques
Knowledge of basic bookkeeping procedures
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary
Knowledge of various computer software applications
Ability to interpret, apply and explain rules, regulations, policies and procedures
Ability to make arithmetic calculations quickly and accurately
Ability to type at 60 wpm from clear copy
Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
Ability to analyze situations accurately and adopt an effective course of action
Ability to plan, organize and prioritize work
Ability to work independently with little direction
Ability to complete work efficiently with many interruptions
Ability to work confidentially with discretion
Ability to meet schedules and time lines
Ability to understand and follow oral and written directions
Ability to communicate effectively, both orally and in writing
Ability to understand scope of authority in making independent decisions
Ability to review situations accurately and determine appropriate action according to established guidelines
Ability to establish and maintain effective working relationships with others
Coursework must be verifiable on a legible transcript. If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.
High school diploma or GED, one (1) year of college-level course work in office administration, business, office technology, information technology or closely related field.
Minimum four (4) years of administrative experience; may be supplemented by applicable college courses.
Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.
Experience with construction administration and document control.
Demonstrated experience ensuring equity, diversity, and inclusion are effectively addressed in any of the following areas: budgetary or planning processes, human resources, leadership development, professional development, implementing culturally responsive curricular or cocurricular activities or programs, hiring practices, student support services, and/or information services.
Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.
College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.
Salary Range: $4,866 – $5,905 Per Month
Number of Vacancies: 1
Posting Number: 2015451P
Open Date: 04/26/2021
Close Date: 5/10/2021
North Orange County Community College District (NOCCCD)