Administrative Assistant III-Instructional Support Services

Administrative Assistant III - Instructional Support Services

North Orange County Community College District

Position Number: 2015949P

Location:

Fullerton College

Department: FC Ethnic Studies & Student Equity

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

Work Schedule:

Monday
- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)

Perform advanced administrative duties independently and/or at the direction of the Dean of an instructional division within a collegeor institution; manage daily activities to assure efficient operations; provide information and interact on a daily basis tofaculty, staff, students, and the public; answer questions and resolve problems requiring specialized and extensive knowledge of assigned area; address student concerns, including sensitive andcomplicated issues.

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; ensureclassrooms and instructional areas are maintained; assist withprobationary tenure reviews; may provide assistance in prerequisiteclearance for registration.

Provide support for state mandated reports (e.g., Apportionment Attendance – 320 report) including identifying errors, correctingdata, updating Banner with correct coding, providing feedback and/or training for peers and new staff related to coursescheduling and/or Banner coding; process reports for hybrid andonline courses, making corrections as needed; assist with resolving complex scheduling errors as it relates to state mandated reporting; review information, identify discrepancies and completeanalysis 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 ofdata intended for the Apportionment Attendance Report system and/orother 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 andevents as assigned; maintain calendar of activities, events and special meetings; schedule appointments and meetings; prepareagenda items and materials as required; attend meetings andtranscribe 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; maintaindepartment expenditures and budgets; approve expenditures within established guidelines; provide budget updates, summaries, and recommendations to appropriate department faculty/staff; calculateand 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 updatespecialized 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; formatpresentations and reports; develop and revise schedules and forms;compile and prepare complex and difficult statistical and narrativereports from a variety of sources; greet visitors and direct to appropriate personnel; initiate and answer telephone calls; screenand direct calls; receive, open, prioritize, and route mail.

Order supplies and equipment, prepare purchase requisitions orother documents related to grants and/or contracts; track orders toassure 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 workand educational environment; attend and participate in diversity,equity and inclusion trainings and events.

Performs related duties as assigned.

This position is responsible for performing a wide variety of comprehensive, complex, and specialized administrative duties tosupport 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.

The…