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 and complicated 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; ensure classrooms and instructional areas are maintained; assist with probationary tenure reviews; may provide assistance in prerequisite clearance 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 course scheduling 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 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 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; 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; 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 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; screenand…