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Administrative Assistant III-Instructional Support Services

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Administrative Assistant III-Instructional Support Services

North Orange County Community College District

Position Number: 2015531P

Location: Fullerton College

Department: FC Natural Sciences

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:
Perform advanced administrative duties independently and/or at the direction of the Dean of an instructional division within a college or institution; manage daily activities to assure efficient operations; provide information and interact on a daily basis to faculty, staff, students, and the public; answer questions and resolve problems requiring specialized and extensive knowledge of assigned area; address student concerns, including sensitive and complicated issues.

Prepare and maintain class schedules, staff assignments, room assignments, textbook orders, audio-visual, computer equipment, and associated paperwork; assist instructors with preparation of curriculum, forms, applications, and testing materials; ensure classrooms and instructional areas are maintained; assist with probationary tenure reviews; may provide assistance in prerequisite clearance for registration.

Provide support for state mandated reports (e.g., Apportionment Attendance - 320 report) including identifying errors, correcting data, updating Banner with correct coding, providing feedback and/or training for peers and new staff related to course scheduling and/or Banner coding; process reports for hybrid and online courses, making corrections as needed; assist with resolving complex scheduling errors as it relates to state mandated reporting; review information, identify discrepancies and complete analysis of data to ensure accuracy and compliance with applicable policy and regulations and resolve appropriately.

Attend and lead regularly scheduled meetings to maintain knowledge of best practices for data management related to the collection of data intended for the Apportionment Attendance Report system and/or other data related systems; attend District meetings and/or training related to faculty data entry in Banner, learn new processes, and provide feedback; work closely with the District Institutional Research and Planning department to ensure data quality.

Plan and organize special projects, committees, receptions and events as assigned; maintain calendar of activities, events and special meetings; schedule appointments and meetings; prepare agenda items and materials as required; attend meetings and transcribe and distribute minutes. Serve as a liaison with internal and external partners as appropriate in the execution of assigned responsibilities.

Assist in the compilation and preparation of budgets; maintain department expenditures and budgets; approve expenditures within established guidelines; provide budget updates, summaries, and recommendations to appropriate department faculty/staff; calculate and submit time sheets; respond to inquiries regarding financial issues.

Maintain confidential records, including information regarding Board, District, personnel, student, or controversial matters; input and retrieve data as required. Develop, maintain and update specialized and custom forms, databases, logs, files, schedules, lists, certificates, records and reports to support work processes in areas of assigned responsibility.

Compose and prepare correspondence independently; format presentations and reports; develop and revise schedules and forms; compile and prepare complex and difficult statistical and narrative reports from a variety of sources; greet visitors and direct to appropriate personnel; initiate and answer telephone calls; screen and direct calls; receive, open, prioritize, and route mail.

Order supplies and equipment, prepare purchase requisitions or other documents related to grants and/or contracts; track orders to assure delivery and payment; process facilities maintenance requests.

Provide functional work direction to other administrative support staff in area of assignment. Train and provide 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.

Primary Purpose:
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.

Working Relationships:
The Administrative Assistant III – Instructional Support Services 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 timelines
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. (Administrative Procedure 7400, Section 4.0) If selected as a finalist and/or given an offer of employment for this position, you will be required to provide your valid Driver’s License information. Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.

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.

Minimum Qualifications:
High school diploma or GED, one (1) year of college-level course work.

Minimum four (4) years of administrative experience; may be supplemented by 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:
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 co- curricular activities or programs, hiring practices, student support services, and 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.

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: $5,212 - $6,329 Per Month

Number of Vacancies: 1

Posting Number: 2015531P

Open Date: 05/04/2022

Close Date: 5/18/2022

Special Instructions Summary: Special COVID 19 Notice: Interviews may be held in person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with NOCCCD, even during remote work. Thank you for your continued interest in working at North Orange County Community College District.
The North Orange County Community College District is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to mandate COVID-19 vaccinations for all employees and those students enrolled in on-campus classes with allowances for religious or medical exemptions as defined by law. The due date for employees and students to be fully vaccinated is November 1, 2021. More information can be found on our District website by visiting https://www.nocccd.edu/covid19 .
Work Schedule: Due to the COVID-19 pandemic, District employees are currently working a hybrid schedule of remote work and in-person each week through May 2022. Number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.

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) and will be requested at the finalist and/or offer of employment phase of the hiring process.

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.

Minimum Qualifications – Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

Minimum Qualifications – Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

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 https://www.nocccd.edu/minimum-qualificationsfor information regarding evaluation of foreign degrees.

To apply, visit: https://nocccd.peopleadmin.com/postings/5308









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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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