Administrative Assistant III-Instructional Support Services

North Orange County Community College District

Fullerton (CA)

Hybrid

USD 72,000 - 87,000

Full time

3 days ago

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Benefits offered by this job

Flexible/Hybrid Work Program

Job summary

North Orange County Community College District invites applications for the Administrative Assistant III-Instructional Support Services at Fullerton College. This 100% position provides high‑level administrative support to the FC Ethnic Studies & Student Equity department.

The district offers a Flexible/Hybrid Work Program with 3 days in office and 2 remote days. Salary ranges from $6,433 to $7,771 per month. Typical schedule is Monday–Friday, 8:00 AM–5:00 PM, subject to department needs.

Qualifications

High school diploma or GED required.
One year of college-level coursework expected.
Minimum four years of administrative experience.

Responsibilities

Perform advanced administrative duties to support the head of a division.
Manage daily activities to ensure efficient operations and data accuracy.
Prepare agendas, minutes, and coordinate meetings across the department.

Job description

Administrative Assistant III-Instructional Support Services

Special Instructions Summary

Work Schedule: District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate. This is a classified position subject to a six‑month probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The candidate selected for employment will be required to provide the following: identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statue. NOCCCD will not sponsor any visa applications. The District may choose to fill one or more positions from this recruitment within eight (8) months. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "N/A" (not applicable). Do not use terms such as "see resume" or "see attached". The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process. All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an 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 converted to 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 regionally accredited institution and verifiable on a legible unofficial transcript. Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808‑4810 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‑DISCRIMINATION STATEMENT The policy of the North Orange County Community College District is to provide an educational, employment, and business environment, including but not limited to, access to its services, classes, and programs in which no person shall be unlawfully denied full and equal access to the benefits of, or be unlawfully subjected to discrimination on the basis of ethnic group identification, national origin, religion, age, sex, gender, gender identification, gender expression, race, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or military and veteran status, or as otherwise prohibited by state and federal statutes, or because they are perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Position Details

Classification Title: Administrative Assistant III-Instructional Support Services

Salary Range: $6,433 - $7,771 Per Month

Job Title: Administrative Assistant III-Instructional Support Services

Position Number: FCC529

Location: Fullerton College

Department: FC Ethnic Studies & Student Equity

Percentage of Employment: 100%

Months of Employment: 12

Months Per Year: 12

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

About Us

Do you strive to make a difference in higher education? Are you looking for a rewarding career opportunity to be a part of our students’ educational success and lifelong learning? If so, we invite you to join North Orange County Community College District. We are proud to enroll over 60,000 students and serve a population of over one million people, annually! Home to more than 2,600 employees, our highly skilled, professional, and diverse faculty and staff are leading two of California’s premier colleges, Cypress Community College and Fullerton Community College, as well as one of the largest continuing education programs, North Orange Continuing Education. We invite you to join the Fullerton College campus community. Ideal candidates will share Fullerton College’s commitment to diversity, equity, and inclusion. Fullerton College offers a radically student-centered culture that is inclusive and welcoming to all who learn and work here. The student body is incredibly diverse, with more than 55.7% Latinx, 16.6% Caucasian, 15.7% Asian/Pacific Islander, 3.1% African American, and 0.2% American Indian/Alaskan Native. Additionally, students from more than 40 countries regularly enroll in our International Student Program each year. The College believes in a multicultural learning experience where faculty and staff from diverse backgrounds can contribute to the development of our students. Fullerton College is the oldest community college in continuous operation in California. Since our first class in 1913, we have grown to become one of the most successful community colleges in the nation. Our high transfer and graduation rates, rich academic programs and radically student-centered approach equip students with the skills and resources they need to succeed. Each year, thousands of students transfer to the CSU and UC systems as well as to private colleges and universities throughout the nation. Notably, during 2019, Fullerton College was ranked as the No. 1 community college in California in transfers to the California State University ( CSU ) system. We are consistently No. 1 in transfers to Cal State Fullerton. Fullerton College is designated as a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander Serving-Institution ( AANAPISI ). Fullerton College proudly offers many programs to serve and support our diverse student body, including Puente, Umoja, Student Diversity Success Initiative, Extended Opportunity Programs and Services ( EOPS ) Foster Youth Success Initiative, Disability Services, and a Veterans Resource Center. The College also provides many avenues of support for our faculty and staff through networks that include the Latino, Asian/Pacific Islander, Black, and LGBTQIA2S+ Faculty Staff Associations. Fullerton College offers a comprehensive array of student services programs and academic and career pathways designed to achieve our campus’ strategic goals related to access, retention, persistence, and student success initiatives on campus. The College is developing an implementation plan for Guided Pathways and has robust partnerships with our local high school districts. The Fullerton College campus community is dedicated to our core values of Community, Diversity, Equity, Excellence, Growth, Inclusivity, Innovation, Integrity, Partnership, Respect and Responsibility. For more information, please visit our website at www.fullcoll.edu.

What We Offer

100% employee medical premium coverage and a contribution toward dependent coverage (up to $9,051.21 for one dependent or $14,481.50 for two or more dependents annually)
Fringe allowance to be used at employee’s discretion (up to $2,646.10 annually)
Voluntary (Medical/Dependent Day Care) Flexible Spending Account
$50,000 life insurance benefit
Deferred Compensation Program (403(b)/457 plans)
Retirement Pension Plan (CalSTRS /CalPERS )
Abundant Professional Growth & Development Opportunities (Receive up to $3,500 annually)
20 paid holidays + Paid vacation
Cumulative sick leave
Flexible/Hybrid Work Program: 3 days in office/2 days remote (Management approval required; may vary by Department/Position)
Summer schedule (exceptions apply)
Receive Premium Pay for years of continuous service: From 5% at 5 years, up to 36% at 36 years
District paid employee post-retirement medical (for those who qualify)
Employee Assistance Program
Environment that fosters diversity and inclusion
Progressive and innovative culture
Opportunity to participate in various Faculty & Staff Associations

Primary Purpose

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

Essential Functions

Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Job Description

Perform advanced administrative duties independently and/or at the direction of the Dean of an instructional division within a college or institution; manage daily activities to assure efficient operations; provide information and interact on a daily basis to faculty, 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, correcting data, 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 and online 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 of data intended for the Apportionment Attendance Report system and/or other 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 and events 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; calculate and 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; screen and direct calls; receive, open, prioritize, and route mail. Order supplies and equipment, prepare purchase requisitions or other documents related to grants and/or contracts; track orders to assure 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 work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

Working Relationships

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

Knowledge , Skills and Abilities

Knowledge of District organization, operations, policies and objectives
Knowledge of applicable sections of State Education Code and other applicable laws
Knowledge of organization, policies, and rules of assigned department or program
Knowledge of modern office practices, procedures and equipment
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 and accurately
Ability to type at 60 wpm from clear copy
Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
Ability to analyze situations accurately and adopt an effective course 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 in writing
Ability to understand scope of authority in making independent decisions
Ability to review situations accurately and determine appropriate action according to established guidelines
Ability to establish and maintain effective working relationships with others

Special Requirements

Coursework must be verifiable on a legible transcript. If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.

Minimum Qualifications

High school diploma or GED , one (1) year of college-level course work.

Minimum four (4) years of administrative experience; may be supplemented by college courses.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Desirable Qualifications

Experience or knowledge supporting Student Support Services programs in an academic setting.

Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position.

Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.

Working Conditions

College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.

Number of Vacancies

Posting Detail Information

Posting Number 2015949P

Desired Start Date: 08/28/2026

Open Date: 08/28/2026

Close Date: 09/14/2026

Supplemental Questions

* Do you have a high school diploma or GED?
- Yes
- No
* Do you have one (1) year of college-level course work?
- Yes
- No
* Do you have a minimum four (4) full time years of administrative experience; may be supplemented by applicable college courses?
- Yes
- No
* Diversity: To demonstrate you meet the commitment to diversity minimum qualification, please answer the following question: How have you demonstrated you have knowledge of and are sensitive to the needs and experiences of the diverse academic, cultural, socioeconomic, gender, gender identity, sexual orientation, ethnic, and disability backgrounds of community college students, faculty, and staff?
(Open Ended Question)
* Diversity: To demonstrate you meet the commitment to diversity minimum qualification, please answer the following question: How would your experience, training, and/or knowledge of these types of diverse groups assist you in achieving the goals of this position?
(Open Ended Question)
* Can you provide proof, if hired, that you are eligible to work in the United States (NOCCCD will not sponsor any visa applications)?
- Yes
- No
* Can you perform the essential functions of this position as outlined in the job description with or without reasonable accommodations?
- Yes
- No