Administrative Assistant III

Nocccd•Anaheim, CA

3d•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 (e.g. financial aid, student services, health services, various instructional areas, and any other departments). Performs advanced administrative duties independently at the direction of the head of a functional activity within a college or District; 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 specialized and extensive knowledge of assigned area. Prepares and maintains class schedules, staff assignments, room assignments, textbook orders, audio-visual, computer equipment, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists with probationary tenure reviews; may provide assistance in prerequisite clearance for registration. Plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Serve as a liaison with internal and external partners as appropriate in the execution of assigned responsibilities. Assists in the compilation and preparation of budgets; maintains department expenditures and budgets; approves expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding financial issues. Maintains a variety of complex records of confidential nature including information regarding Board, District, personnel, student, or controversial matters; inputs and retrieves computerized data as required. Develops, maintains and updates specialized and custom forms, databases, logs, files, schedules, lists, certificates, records and reports to support work processes in areas of assigned responsibility. Reviews information identifies discrepancies and completes analysis to resolve appropriately. Completes analysis and manipulation of data to ensure accuracy and compliance with applicable policy and regulations. Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes, and routes mail. Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Provides functional work direction to other administrative support staff in area of assignment. 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.

Requirements

High school diploma or GED
one (1) year of college-level course work in office administration, business, office technology, information technology or closely related field.
Minimum four (4) 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

Advanced Budget and Fiscal Management Expertise: Demonstrated experience managing multiple categorical, restricted, and grant-funded budgets, including tracking expenditures, ensuring compliance with funding guidelines, and reconciling financial data across programs.
Program Reporting and Data Analysis Proficiency: Experience preparing, analyzing, and submitting complex program reports such as VAR , SSARCC , program review, and other state/federal compliance reports; and ensure accuracy and timeliness of submissions.
Project Coordination and Process Management Skills: Proven ability to lead and coordinate complex administrative processes, including planning, scheduling, and tracking workflows for hiring, travel requests, evaluations, and contract processing across multiple stakeholders.
High-Level Organizational and Multitasking Ability: Ability to manage multiple high-priority assignments simultaneously while maintaining attention to detail and meeting strict deadlines in a fast-paced, interruption-driven environment.
Data Systems and Technology Proficiency: Advanced knowledge with student information systems and reporting tools (e.g., Banner, Argos, SARs), spreadsheets (Microsoft Suite), and database systems to support budgeting, reporting, and tracking functions.
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 advanced administrative duties independently at the direction of the head of a functional activity within a college or District; 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 specialized and extensive knowledge of assigned area.
Prepares and maintains class schedules, staff assignments, room assignments, textbook orders, audio-visual, computer equipment, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists with probationary tenure reviews; may provide assistance in prerequisite clearance for registration.
Plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes.
Serve as a liaison with internal and external partners as appropriate in the execution of assigned responsibilities.
Assists in the compilation and preparation of budgets; maintains department expenditures and budgets; approves expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding financial issues.
Maintains a variety of complex records of confidential nature including information regarding Board, District, personnel, student, or controversial matters; inputs and retrieves computerized data as required.
Develops, maintains and updates specialized and custom forms, databases, logs, files, schedules, lists, certificates, records and reports to support work processes in areas of assigned responsibility.
Reviews information identifies discrepancies and completes analysis to resolve appropriately.
Completes analysis and manipulation of data to ensure accuracy and compliance with applicable policy and regulations.
Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes, and routes mail.
Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.
Provides functional work direction to other administrative support staff in area of assignment.
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.