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Job ID: 100429

Administrative Assistant II
Coast Community College District

  • Nov. 21, 2017
  • Administrative Assistant II
  • Coast Community College District
    Costa Mesa, CA
    United States
  • Open until filled
  • Available immediately
  • Consultant
    Classified Staff
  • Administrative Support/Services
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Perform specialized technical and administrative work requiring in-depth analysis of complex independent administrative, academic, business, and student programs. Analyzes problems of varying levels of difficulty. Assignments are described in terms of desired objectives of results rather than in method and procedure.

This series consists of four classes responsible for performing general administrative and specialized work in support of an administrator or in the supervision of an organizational unit or function, some of which my include clerical duties.
This series is designed to serve as an entrance series into paraprofessional level general administrative work for individuals with training in various administrative specialties or to serve as a career ladder bridge for clerical, secretarial, and other employees of the District who have gained a background in the administrative work of the District through on-the-job-training, generally limited to specific problem areas. Significant aspects of work are reviewed upon completion.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:
a. Perform a wide variety of administrative staff duties, and assist or support higher level personnel relative to such subjects as budgeting, finance, scheduling, methods and procedures, staff organization, space, equipment and materials utilization allocation and expenditure of funds, contract relations, personnel administration, educational research and development and community/student services.
b. Conduct research and studies of various operating and fiscal activities and functions of the District as directed.
c. Gather, compile, and analyze data and prepare reports in graphic, pictorial, tabular, and written form using computers and software.
d. Contact public agencies, private firms, consultants, speakers, District personnel, and the public to obtain and impart information and data related to business, fiscal, personnel, community/student services or educational matters.
e. Apply statistical analysis techniques, or with detailed instructions, statistical techniques in analyzing data.
f. Confer with District personnel regarding assigned projects and may make recommendations based on findings.
g. Develop record systems and maintain administrative functions.
h. Conduct surveys and investigations related to personnel, space, equipment, material, utilization and other assignments.
i. Operate office machines including computers, fax, photocopiers, etc.
j. Perform a full range of simple to complex administrative functions in support of assigned projects, studies, and programs.
k. May determine required computer software applications.
l. All positions within this series are required to lead and direct support staff and student assistants as needed.
m. May coordinate the assembly, production and maintenance of the instructional schedule and related publications. Review all instructional publications for content and accuracy.
n. Assemble, verify, and edit college catalog and other college/district publications developed and used in assigned areas of work.
o. Coordinate the preparation and distribution of material for a variety of meetings and follow through with forms and reports for use by administration, Board of Trustees or state or federal agencies as may be required.
p. Support ongoing curriculum review and revision process.
q. Coordinate the implementation of all curriculum and program changes. Review, edit, and update the curriculum database and maintain curriculum history and college catalog.
r. May monitor personnel assignments and initiate Personal Action Forms (PAF) to facilitate timely and accurate payment.
s. Prepare reports related to class section distribution, curriculum changes, etc.
t. Assist with the preparation of a variety of reports as required.
u. Assist with training seminars for staff relating to curriculum procedures.
v. Responsible for the coordination of a specialized organizational unit and the lead responsibility of its staff as may be required.
w. Provide technical and administrative support to the college curriculum committee.
x. Prepare agenda and minutes of Curriculum Committee meetings.
y. Update college catalog based on Curriculum Committee actions.
z. File program changes with District Office of Educational Services. aa. As directed, file necessary documents for State approval.
bb. Maintain the college’s inventory of curriculum.
cc. Update required Taxonomy of Programs and Services (TOPS) as required by law.
dd. Prepare all necessary curriculum and program information for publication of the college catalog. ee. Assist college articulation counselor with required notification to transfer institutions.
ff. Maintain a historical file (electronic) of curriculum actions with changes to programs and graduation requirements.
gg. Perform other related duties as may be assigned.

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