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Administrative Assistant I

Employer
North Orange County Community College District
Location
Fullerton College

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Job Details

Classification Title:

Administrative Assistant I

Salary Range:

$5,032 - $6,048 Per Month

Salary Schedule Information:

Click Here for Current Classified Salary Schedule

Job Title:

Administrative Assistant I

Position Number:

FCC733

Location:

Fullerton College

Department:

FC EOPS/CARE/CalWORKS, FYSI

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.)

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 60,000 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.

We invite you to join the Fullerton College campus community. Ideal candidates will share Fullerton College’s commitment to diversity, equity, and inclusion. Fullerton College offers a radically student-centered culture that is inclusive and welcoming to all who learn and work here. The student body is incredibly diverse, with more than 55.7% Latinx, 16.6% Caucasian, 15.7% Asian/Pacific Islander, 3.1% African American, and 0.2% American Indian/Alaskan Native. Additionally, students from more than 40 countries regularly enroll in our International Student Program each year. The College believes in a multicultural learning experience where faculty and staff from diverse backgrounds can contribute to the development of our students.

Fullerton College is the oldest community college in continuous operation in California. Since our first class in 1913, we have grown to become one of the most successful community colleges in the nation. Our high transfer and graduation rates, rich academic programs and radically student-centered approach equip students with the skills and resources they need to succeed. Each year, thousands of students transfer to the CSU and UC systems as well as to private colleges and universities throughout the nation. Notably, during 2019, Fullerton College was ranked as the No. 1 community college in California in transfers to the California State University (CSU) system. We are consistently No. 1 in transfers to Cal State Fullerton.

Fullerton College is designated as a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander Serving-Institution (AANAPISI). Fullerton College proudly offers many programs to serve and support our diverse student body, including Puente, Umoja, Student Diversity Success Initiative, Extended Opportunity Programs and Services (EOPS) Foster Youth Success Initiative, Disability Services, and a Veterans Resource Center. The College also provides many avenues of support for our faculty and staff through networks that include the Latino, Asian/Pacific Islander, Black, and LGBTQIA2S+ Faculty Staff Associations.

Fullerton College offers a comprehensive array of student services programs and academic and career pathways designed to achieve our campus’ strategic goals related to access, retention, persistence, and student success initiatives on campus. The College is developing an implementation plan for Guided Pathways and has robust partnerships with our local high school districts.

The Fullerton College campus community is dedicated to our core values of Community, Diversity, Equity, Excellence, Growth, Inclusivity, Innovation, Integrity, Partnership, Respect and Responsibility. For more information, please visit our website at www.fullcoll.edu.

What We Offer::

  • 100% employee medical premium coverage and a contribution toward dependent coverage (up to $9,051.21 for one dependent or $14,481.50 for two or more dependents annually)
  • Fringe allowance to be used at employee’s discretion (up to $2,646.10 annually)
  • Voluntary (Medical/Dependent Day Care) Flexible Spending Account
  • $50,000 life insurance benefit
  • Deferred Compensation Program (403(b)/457 plans)
  • Retirement Pension Plan (CalSTRS/CalPERS)
  • Abundant Professional Growth & Development Opportunities (Receive up to $3,500 annually)
  • 20 paid holidays + Paid vacation
  • Cumulative sick leave
  • Flexible/Hybrid Work Program: 3 days in office/2 days remote (Management approval required; may vary by Department/Position)
  • Summer schedule (exceptions apply)
  • Receive Premium Pay for years of continuous service: From 5% at 5 years, up to 36% at 36 years
  • District paid employee post-retirement medical (for those who qualify)
  • Employee Assistance Program
  • Environment that fosters diversity and inclusion
  • Progressive and innovative culture
  • Opportunity to participate in various Faculty & Staff Associations

Primary Purpose:

This position is responsible for performing a wide variety of specialized administrative duties to support one or more functional areas, departments or administrators; and assisting in the coordination of 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 detailed administrative duties in support of one or more functional areas, departments or administrators within established rules and regulations; coordinates daily activities to assure efficient operations; issues and tracks materials and items distributed to instructors, students, the public, or departments; answers questions requiring judgment, knowledge and explanation of policies.

Types routine correspondence, memos, letters, agendas, and lists; revises schedules, forms, reports, records, and other information; compiles statistical information for use in reports; attends meetings and takes minutes; initiates and answers telephone calls; screens and directs calls; schedules appointments and meetings; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.

Assists faculty, staff and students; orders textbooks; prepares, distributes, and collects course materials; assists students with orientation and registration; administers and collects tests; maintains lists and mailboxes for instructors.

Assists with special projects, receptions and events as assigned; maintains calendar of activities; distributes promotional and informational materials; maintains current mailing lists.

Processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; processes time sheets; maintains confidential files, data and records.

Collects and accounts for fees and other monies received; maintains ledgers and other financial records as assigned.

Orders and tracks supplies and prepares purchase requisitions; assists in tracking budgets and expenditures; may assist with preparing banking deposits.

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 I maintains frequent contact with various 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 50 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

Minimum Qualifications:

High school diploma or GED.

Minimum two (2) years prior administrative, secretarial or clerical experience.

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 success in assisting students and/or staff from historically underrepresented and/or marginalized groups, nontraditional students, former/current foster youth, system impacted students, speakers of other languages, and students with disabilities.

Experience in technologies, software, and communication platforms pertaining to scheduling, data tracking, and case management.

Experience in training and providing guidance for staff in student-facing and/or customer service positions.

Prior experience in approaching work and interactions with colleagues and 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.

Number of Vacancies:

1

Posting Number:

2015703P

Open Date:

02/13/2024

Close Date:

02/28/2024

Special Instructions Summary:

Work Schedule: District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and 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 candidate selected for employment will be required to provide the following: identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statue. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within six (6) months.

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.

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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