Administrative Assistant II
- Employer
- North Orange County Community College District
- Location
- Fullerton
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Community College
Job Details
Administrative Assistant II
North Orange County Community College District
Position Number: FCC910
Location: Fullerton College
Department: FC Instruction Office Administration
Percentage of Employment: 100%
Months of Employment: 12 Months Per Year
Work Schedule: Monday - Friday, 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)
Job Description:
Performs complex administrative duties independently in support of one or more functional areas, departments or administrators within established rules and regulations; organizes and 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 judgment, knowledge and explanation of policies.
Plans, coordinates and assists in the preparation and maintenance of class and faculty schedules, room assignments, textbook orders, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists students with registration.
Coordinates and facilitates special projects, such as receptions, facilities use and events; maintains calendar of activities; coordinates travel arrangements, approves, prepares and distributes promotional and informational materials; maintains current mailing lists.
Monitors department expenditures and budgets; approves expenditures within established guidelines; assists with budget development and tracks status of budgets; maintains petty cash accounts; responds to inquiries regarding financial issues.
Evaluates and processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; monitors, calculates and submits time sheets; maintains confidential files and data.
Types and may compose and edit correspondence, memos, letters, agendas and reports; revises schedules, forms, reports, records, and other information; prepares statistical information for use in reports; schedules appointments and meetings; attends meetings and transcribes and distributes minutes; initiates and answers telephone calls; screens and directs calls; greets visitors and directs to appropriate personnel; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.
Orders supplies and prepares purchase requisitions; tracks orders to assure delivery and payment; responds to facilities maintenance requests.
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.
Performs related duties as assigned.
Primary Purpose:
POSITION IS GRANT FUNDED
This position is responsible for performing a wide variety of complex and specialized administrative duties to support one or more functional areas, departments or administrators; and coordinating office functions to assure efficient operations. This requires specialized knowledge in the specific area supported (e.g. financial aid, student services, health services, various instructional areas, and any other departments).
Working Relationships:
The Administrative Assistant II 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 55 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
Special Requirements:
Coursework must be verifiable on a legible transcript.
Applicants selected for interview will be required to pass a typing test (55 wpm).
Minimum Qualifications:
High school diploma or GED
Minimum two (2) 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.
Desirable Qualifications:
Experience working with education related grants.
At least one-year experience monitoring and tracking budgets.
Intermediate knowledge of Microsoft Office.
Experience collaborating with faculty, staff, and/or community leaders in programs and initiatives that are specifically designed to assist historically underrepresented students achieve their educational goals.
Working Conditions:
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: $4,325 - $5,242 Per Month
Number of Vacancies: 1
Commitment to Diversity:
Posting Number: 2015347P
Open Date: 05/23/2019
Close Date: 6/10/2019
Special Instructions Summary: This position is grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds.
This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.
The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate “N/A” (not applicable). Do not use terms such as “see resume” or “see attached”.
The minimum required number of references for this position is three (3).
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.
Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.
Evaluations of foreign degrees and/or coursework are required. See our website at http://www.nocccd.edu/minimum-qualifications for information regarding evaluation of foreign degrees.
Interview dates are tentatively scheduled for Monday, July 8, 2019, and Tuesday, July 9, 2019.
To apply, visit: https://nocccd.peopleadmin.com/postings/3639
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Organization
The mission of the North Orange County Community College District is to serve and enrich our communities and inspire life-long learning by providing education that is exemplary, relevant, and accessible.
The District encompasses approximately 155 square miles. Boundaries extend to the Riverside County line on the east and the Los Angeles County line on the west and north. A portion of Los Angeles County, on the north and west boundary, is included in the District's service area.
Cities Included in the District: The District includes the following cities: Anaheim, Brea, Buena Park, Cypress, Fullerton, La Habra, La Palma, Los Alamitos, Placentia, Rossmoor, Yorba Linda, and portions of the following cities: Garden Grove, La Habra Heights, La Mirada, Orange, Seal Beach, Stanton, Whittier, and unincorporated territory in both Los Angeles and Orange counties.
School Districts Included in the District: Anaheim City, Anaheim Union High, Brea-Olinda Unified, Buena Park, Centralia, Cypress, Fullerton (Elementary), Fullerton Union High, La Habra City, Los Alamitos Unified, Lowell Joint, Magnolia, Placentia-Yorba Linda Unified, Savanna, and portions of the Garden Grove Unified School District.
Mission Statement
The mission of the North Orange County Community College District is to serve and enrich our communities and inspire life-long learning by providing education that is exemplary, relevant, and accessible.
Cypress College and Fullerton College will offer associate degrees, vocational certificates and transfer education, as well as developmental instruction and a broad array of specialized training. The School of Continuing Education will offer non-college credit programs including high school diploma completion, basic skills, vocational certificates and self development courses. Specific activities in both the colleges and School of Continuing Education will be directed toward economic development within the community.
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