Executive Assistant II

Executive Assistant II – North Orange County Community College District

Position Number: 2015891P

Location:

Fullerton College

Department: FC Office of Administrative Services

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.)

Performs advanced administrative duties independently at the direction of a Vice President within a college, campus, or District; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes and routes mail; 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.

Independently composed and prepared a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; student discipline; employee discipline; accreditation curriculum; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; prepares, organizes, and/or coordinates Board Agenda items for assigned area of responsibility;

conducts research and special projects; compiles data, organizes, analyzes, and summarizes information and materials.

Verifies and ensures accuracy and completeness of a variety of documents, including forms, contracts, and agreements submitted by division/department offices; performs analysis and ensures proper procedure is being utilized so that the process continues in a timely and efficient manner throughout the remaining administrative approval process.

Plans and organizes special projects, committees, receptions and events; maintains calendar of activities, events and special meetings; schedules appointments and meetings; prepares agenda items and materials; attends meetings and transcribes and distributes minutes.

Prepares preliminary budget, monitors and controls area budget and expenditures; keeps department expenditures and budgets; approves expenditures within established guidelines; ensures accurate and timely submission of time sheets; responds to inquiries regarding board policy, administrative procedures, student discipline, complaints, collective bargaining, contracts, curriculum, bond, construction, public records request, and budget matters.

Maintains, analyzes, and reports on confidential records; compiles and processes materials for personnel evaluations, complaints, or legal processes; maintains detailed and comprehensive reports, records, and files regarding campus wide programs, operations, and activities; performs analysis and produces reports.

Serves as liaison in communications with campus community, public, civic leaders, elected officials, vendors, and business representatives; coordinates information and communication between District, staff and external partners.

Attends meetings, serves on committees and special projects; coordinates programs and services related to the Vice President’s areas of operation.

Researches and troubleshoots discrepancies in processes to ensure compliance with local, state, and federal requirements.

Orders supplies and equipment, prepares purchase requisitions, tracks orders, and processes facilities maintenance requests.

Trains and provides work direction and guidance to others as directed; learns and applies emerging technologies and advances as necessary.

Participates in efforts to increase diversity and address student achievement gaps; assists in creating a welcoming and inclusive environment; attends 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…