Administrative Assistant II

Job description

Position Details

Classification Information

Classification TitleAdministrative Assistant II Position Information

Job TitleAdministrative Assistant IIPosition NumberSCC951LocationNorth Orange Continuing Education - Anaheim CampusDepartmentLEAPPercentage of Employment 100%Months of Employment 12 Months Per YearWork ScheduleMonday- Friday and Tuesday - Saturday, 8:00 AM - 5:00 PM. See variable schedule in Special Instructions section. (Schedule and shift are subject to change in accordance with department needs.)About Us:

Do you strive to make a difference in higher education? Are you looking for a rewarding career opportunity to be a part of our students’ educational success and lifelong learning? If so, we invite you to join North Orange County Community College District. We are proud to enroll over 80,000 students and serve a population of over one million people, annually! Home to more than 2,600 employees, our highly skilled, professional, and diverse faculty and staff are leading two of California’s premier colleges, Cypress Community College and Fullerton Community College, as well as one of the largest continuing education programs, North Orange Continuing Education.

The ideal candidate will share NOCE’s commitment to diversity, equity, and inclusion. NOCE truly embodies an inclusive learning culture. The student body is very diverse, with over 37% Latinx, 25% Caucasian, 18% Asian/Pacific Islander, 2% African American, and 0.16% American Indian/Alaskan Native. The School believes in a multicultural learning experience where faculty and staff from diverse backgrounds can contribute to the development of our students.

NOCE is proud of its many programs that serve our diverse student body, such as noncredit and community service programs. The School provides many avenues of support for our faculty and staff through networks that include the Latino, Asian/Pacific Islander, Black, and LGBTQ Faculty Staff Associations.

NOCE strives to implement innovative strategies to ensure all students succeed and experience a culturally relevant environment on campus.

NOCE employees are dedicated to the core values of Excellence, Integrity, Collegiality and Inclusiveness. We invite you to be a part of this celebrated and diverse community of learners where we put Students First. More information can be found at www.noce.edu.

What We Offer:Primary Purpose

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).

Essential Functions

Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

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.

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.

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

This position requires a valid driver’s license. Incumbent may be required to travel off site for business reasons. All employees driving personal, leased, or district-owned vehicles for District related activities must certify possession of a valid Driver’s License. Employees must certify that personal vehicles are covered by automobile insurance as required by California law. (Board Policy 6360, Section 4.0)

Coursework must be verifiable on a legible transcript.

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. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Desirable Qualifications

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.

Experience using software such as Banner, ARGOS, Electronic Management Systems (EMS) and admission and registration or related systems.

The ability to address the needs of diverse student and/or employee populations.

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 MonthNumber of Vacancies1 Posting Detail Information

Posting Number2015370POpen Date09/13/2019Close Date09/27/2019Special Instructions Summary

Work Schedule Variation: This position will require an ongoing schedule of Tuesday – Saturday, at the start of each term for 7 weeks.

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.

Applicants must complete the driver’s license section of the application. If not completed, the application will be deemed incomplete and will not be considered.

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or GED?
    • Yes
    • No
  2. * Do you have a minimum two (2) full time years of administrative experience; may be supplemented by applicable college courses?
    • Yes
    • No
  3. * This position requires a valid driver's license. Did you fill out the driver's license portion of the application?
    • Yes
    • No, I do not have a valid driver's license.
  4. * Describe your experience, training, and/or education which demonstrates your understanding and sensitivity to diversity.

    (Open Ended Question)

  5. * Can you provide proof, if hired, that you are eligible to work in the United States (NOCCCD will not sponsor any visa applications)?
    • Yes
    • No
  6. * How did you hear about this employment opportunity?
    • CalJobs
    • CCC Registry
    • Cypress College
    • Employee Referral
    • Fullerton College
    • Higheredjobs.com
    • Human Resources
    • Indeed
    • Insidehighered.com
    • Monster
    • NOCCCD Website
    • OC Register
    • North Orange Continuing Education
    • Other (list below)
  7. Other, please specify.

    (Open Ended Question)

Documents Needed to ApplyRequired Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Transcripts (may be unofficial)
  2. NACES Evaluation of Foreign Degree

 

 

 

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Job No:
Posted: 9/14/2019
Application Due: 9/27/2019
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