Administrative Assistant II

Nocccd • Anaheim, CA

2d

About The Position

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). Job Description 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. Essential Functions ESSENTIAL FUNCTIONS Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Requirements

• 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.

Nice To Haves

• Demonstrated experience providing high-level administrative support to senior executives (President, Vice President, or Cabinet-level leaders), preferably in a higher education or public sector environment.
• Proven ability to manage complex calendars, coordinate meetings, prepare agendas, and support executive-level decision-making.
• Experience drafting, editing, and proofreading professional correspondence, reports, and presentations with accuracy and attention to detail.
• Strong organizational skills with the ability to prioritize competing deadlines in a fast-paced, confidential environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience using enterprise systems common to community colleges.
• Ability to anticipate needs, resolve issues independently when appropriate, and escalate matters with professionalism and clarity.
• Excellent verbal and written communication skills.
• Proven ability to exercise initiative, think critically, and adapt to changing priorities with minimal supervision.
• Experience improving administrative processes, workflows, or office operations to increase efficiency and effectiveness.
• Two years of college coursework or higher.
• 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.
• 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.

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED