North Orange County Community College District ยท 21 hours ago
Administrative Assistant II
Cypress, CA
Full-time
Hybrid
Entry Level
$5,491/mo - $6,617/mo
2+ years expNorth Orange County Community College District is seeking an Administrative Assistant II to perform complex administrative duties in support of various functional areas within the institution. The role involves managing daily activities, assisting with class and faculty schedules, and coordinating special projects to ensure efficient operations.
Higher Education
No H1B
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
Qualification
Required
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
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 55 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
Coursework must be verifiable on a legible transcript. If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment
Preferred
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
Company
North Orange County Community College District
The North Orange County Community College District (NOCCCD) is one of the premiere community college districts in California, providing quality education to more than 58,000 students.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase