Administrative Assistant III-Instructional Support Services

Nocccd•Anaheim, CA

16d•Onsite

About The Position

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. 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.

Requirements

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.
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

Experience or knowledge supporting Student Support Services programs in an academic setting.
Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position.
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

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.
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.