Senior Administrative Assistant

South Orange County Community College District•Irvine, CA

6d•Onsite

About The Position

Under the direction of an assigned administrator or manager in a highly complex, large division, the Senior Administrative Assistant performs the full range of administrative, secretarial, and clerical work supporting a complex business, instructional, or student services program. The position may also provide specialized, independent secondary administrative support in a Vice President’s or President’s office. This is the experienced, journey-level classification in the Administrative Assistant series; incumbents work independently and typically seek assistance only for new or unusual situations. The role supports office administration, schedules and coordinates work and events, maintains calendars and records, prepares reports and correspondence, assists with budgets and purchasing, and serves as a liaison among administrators, employees, students, community representatives, and the public. Depending on assignment, the position may support Board agenda processes, committees, special projects, or instructional-division functions such as course scheduling, curriculum processes, facilities coordination, and grade and attendance submissions. Work is primarily in a standard office setting, with frequent interruptions and contact with students, staff, and others in person and by telephone. The position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., for 40 hours per week, 12 months per year; schedule and shift may change based on departmental needs.

Requirements

Equivalent to two years of college-level coursework or specialized training in public administration, business administration, secretarial science, or a related field.
Three years of increasingly responsible experience as an administrative assistant or secretary, including some lead experience.
Knowledge of office management, organization, procedures, equipment, and applicable word-processing, spreadsheet, and database software.
Knowledge of budget preparation and administration, fiscal and statistical research, report preparation, recordkeeping, filing systems, and information retrieval.
Knowledge of business correspondence, English grammar, spelling, punctuation, vocabulary, statistical procedures, and mathematical concepts.
Knowledge of applicable federal, state, and local laws, codes, regulations, and legal requirements related to the assigned area.
Ability to interpret and apply administrative policies, office procedures, laws, regulations, and ordinances.
Ability to perform complex administrative work independently, exercise judgment and initiative, maintain confidentiality, and recognize the scope of authority.
Ability to organize office operations, set priorities, analyze problems, assess alternatives and consequences, and meet schedules and changing deadlines.
Ability to research and interpret data, prepare clear administrative and financial reports, and independently compose correspondence and memoranda.
Ability to plan, direct, coordinate, and review the work of assigned staff and provide training and work guidance.
Ability to communicate clearly in writing and orally, respond effectively to students, staff, and the public, and maintain effective working relationships.
Ability to operate office equipment and computer applications, adapt to changing technology, and type or enter data at a speed necessary for successful job performance.
Ability to work independently under steady pressure, frequent interruptions, and a high degree of public contact.
Ability to work sensitively and effectively with the varied racial, ethnic, cultural, sexual-orientation, academic, socioeconomic, and disabled populations of community college students.
Regular and consistent attendance at work as scheduled.
A valid California driver’s license and proof of insurability may be required for some positions that involve driving a District or personal vehicle.

Nice To Haves

Experience in an administrative office of a public agency or in an educational environment is preferred.

Responsibilities

Participate in administration of the assigned office and provide complex, confidential secretarial and administrative support to the supervisor.
Plan and organize office support functions; coordinate and review workflow, timelines, calendars, schedules, appointments, meetings, travel, and conference reimbursement requests.
Orient and train new employees when assigned; assign, schedule, train, and direct lower-level office staff and student workers; review their work and arrange substitute personnel as needed.
Collect, research, analyze, verify, summarize, and evaluate information; prepare reports, recommendations, and narrative, statistical, and financial data.
Coordinate specialized functions and projects, including planning and implementing special events, and develop recommendations using independent judgment.
Respond to questions and requests for information; serve as a liaison among the supervisor, District and college administrators and staff, students, community agencies, and the public; explain policies and procedures and refer or resolve matters as appropriate.
Prepare and forward Board agenda items and supporting documents within established timelines and legal requirements, and communicate Board requests and actions as needed.
Assist with program budgets, cost estimates, budget justifications, fund allocation, expenditure tracking, budget reports, expense transfers, and recommended budget revisions.
Recommend and arrange purchases of equipment, materials, and supplies; prepare requisitions, check requests, contracts, reimbursement claims, and timesheets; monitor invoices and expenditures.
Provide staff support to committees and other groups, attend meetings, take notes or record proceedings, and prepare agendas, background materials, and minutes.
Compose correspondence and preliminary responses, including responses to sensitive inquiries and complaints, for administrator approval; format, proofread, duplicate, and distribute documents.
Establish and maintain complex and confidential files, records, and information-retrieval systems; receive and prioritize mail; use software and databases to maintain records and generate reports.
Operate computers and other office equipment, including peripherals, printers and scanners, calculators, and copiers.
When assigned to an instructional division, develop and submit class schedules, support curriculum and program development, coordinate division facilities, and facilitate timely submission of grades and attendance records.
Perform related duties as required.