Administrative Assistant III-Instructional Support Services

North Orange County Community College District; Anaheim (CA); On-site; USD 72,000 - 87,000; Full time

Benefits offered by this job

Hybrid work program

Job summary

North Orange County Community College District seeks an Administrative Assistant III to support Ethnic Studies & Student Equity. This role handles complex office duties, class scheduling, staff coordination, and data reporting, reporting to the Dean and coordinating with instructors and staff.

The position requires strong organizational skills, detailed knowledge of district processes, data entry in Banner, and the ability to work independently in a dynamic college environment.

Qualifications

• Advanced administrative duties and data handling for college District systems.
• Ability to compile, analyze and report data for mandated reporting.
• Strong written and verbal communication skills.

Responsibilities

• Prepare and maintain class schedules, staff and room assignments, and related paperwork.
• Assist instructors with curriculum and testing materials preparation.
• Support for state mandated reports and data corrections in Banner.
• Attend and lead meetings; coordinate with District Institutional Research and Planning.

Skills

Office administration

Data management

Communication

Problem solving

Independent work

Education

24 units of college coursework

Tools

Banner system

Job description

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 (Scheduleand shift are subject to change in accordance with departmentneeds.)

Job Description

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

Prepare and maintain class schedules, staff assignments, roomassignments, textbook orders, audio-visual, computer equipment, andassociated paperwork; assist instructors with preparation ofcurriculum, 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., ApportionmentAttendance – 320 report) including identifying errors, correctingdata, updating Banner with correct coding, providing feedbackand/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 resolvingcomplex scheduling errors as it relates to state mandatedreporting; review information, identify discrepancies and completeanalysis of data to ensure accuracy and compliance with applicablepolicy and regulations and resolve appropriately.

Attend and lead regularly scheduled meetings to maintain knowledgeof 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/ortraining related to faculty data entry in Banner, learn newprocesses, and provide feedback; work closely with the DistrictInstitutional Research and Planning department to ensure dataquality.

Plan and organize special projects, committees, receptions andevents as assigned; maintain calendar of activities, events andspecial meetings; schedule appointments and meetings; prepareagenda items and materials as required; attend meetings andtranscribe and distribute minutes. Serve as a liaison with internaland external partners as appropriate in the execution of assignedresponsibilities.

Assist in the compilation and preparation of budgets; maintaindepartment expenditures and budgets; approve expenditures withinestablished guidelines; provide budget updates, summaries, andrecommendations to appropriate department faculty/staff; calculateand submit time sheets; respond to inquiries regarding financialissues.

Maintain confidential records, including information regardingBoard, 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 processesin 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 toappropriate 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 maintenancerequests.

Provide functional work direction to other administrative supportstaff in area of assignment. Train and provide work direction andguidance to others as directed.

Learns and applies emerging technologies and advances as necessaryto perform duties in an efficient, organized, and timelymanner.

Participate in District/College efforts to increase the diversityof 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.

Primary Purpose

This position is responsible for performing a wide variety ofcomprehensive, complex, and specialized administrative duties tosupport the head of a functional activity within a college orDistrict; and managing office functions to assure efficientoperations. This requires specialized knowledge in the functionalarea supported.

Working Relationships

The Administrative Assistant III – Instructional Support Servicesmaintains frequent contact with various District departments andpersonnel, faculty, students and the public.

Knowledge, Skills, and Abilities

• Knowledge of District organization, operations, policies andobjectives
• Knowledge of applicable sections of State Education Code and otherapplicable laws
• Knowledge of organization, policies, and rules of assigneddepartment or program
• Knowledge of modern office practices, procedures andequipment
• 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 andaccurately
• Ability to type at 60 wpm from clear copy
• Ability to operate a variety of office equipment such ascalculator, computer, copier, etc.
• Ability to analyze situations accurately and adopt an effectivecourse 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 timelines
• Ability to understand and follow oral and written directions
• Ability to communicate effectively, both orally and inwriting
• Ability to understand scope of authority in making independentdecisions
• Ability to review situations accurately and determine appropriateaction according to establishedguidelines
• Ability to establish and maintain effective working relationshipswith others

Salary Range

$6,433 - $7,771 Per Month

Open Date: 08/28/2026

Close Date: 09/14/2026

Special Instructions Summary

Work Schedule: District employees can apply for the Flexible/HybridWork Program, working a hybrid schedule of remote work andin-person each week. Approval and number of in-person days may varyby position/department. Questions regarding the work schedule maybe discussed with Hiring Manager if selected as an interviewcandidate.

Initial salary placement will be determined by the Officeof Human Resources in accordance with Board Policy and is notnegotiable. The candidate selected for employment will be required to provide the following: identification and employment eligibilityas outlined in the Immigration Reform and Control Act, fingerprintsand required medical certification pursuant to statue. NOCCCD willnot sponsor any visa applications.

The District may choose to fill one or more positions from thisrecruitment within eight (8) months.

To ensure consistency and fairness to all applicants, please do notsubmit materials in addition to those requested. Additionalmaterials will not be considered or returned. Be sure to completeall questions and sections of the application. For questions whichmay not apply, indicate “N/A” (not applicable). Do not use termssuch as “see resume” or “see attached”.

The minimum required number of references for this position isthree (3) and will be requested at the finalist and/or offer ofemployment phase of the hiring process.

All applications will be screened under a process of utmostconfidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensurean interview.

Minimum Qualifications – Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be convertedto the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

Minimum Qualifications – Education: 24 units are equal to one year of education. As applicable, education must be from a regionallyaccredited institution and verifiable on a legible unofficial transcript.

Reasonable accommodations for applicants with disabilities may be requested by calling [phone] at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website here for information regarding evaluation of foreign degrees.

NORTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT NON-DISCRIMINATIONSTATEMENT The policy of the North Orange County Community College District isto provide an educational, employment, and business environment,including but not limited to, access to its services, classes, andprograms in which no person shall be unlawfully denied full andequal access to the benefits of, or be unlawfully subjected todiscrimination on the basis of ethnic group identification,national origin, religion, age, sex, gender, gender identification,gender expression, race, color, medical condition, geneticinformation, ancestry, sexual orientation, marital status, physicalor mental disability, pregnancy, or military and veteran status, oras otherwise prohibited by state and federal statutes, or becausethey are perceived to have one or more of the foregoingcharacteristics, or based on association with a person or groupwith one or more of these actual or perceivedcharacteristics.