Administrative Assistant III

Primary Purpose
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 (e.g. financial aid student services health services various instructional areas and any other departments).

Job Description
JOB DESCRIPTION Performs advanced administrative duties independently at the direction of the head of a functional activity within a college or District; manages daily activities to assure efficient operations; 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. Prepares and maintains class schedules staff assignments room assignments textbook orders audio-visual computer equipment and associated paperwork; assists instructors with preparation of curriculum forms applications and testing materials; ensures classrooms and instructional areas are maintained; assists with probationary tenure reviews; may provide assistance in prerequisite clearance for registration. Plans and organizes special projects committees receptions and events as assigned; maintains calendar of activities events and special meetings; schedules appointments and meetings; prepares agenda items and materials as required; attends meetings and transcribes and distributes minutes. Serve as a liaison with internal and external partners as appropriate in the execution of assigned responsibilities. Assists in the compilation and preparation of budgets; maintains department expenditures and budgets; approves expenditures within established guidelines; calculates and submits time sheets; responds to inquiries regarding financial issues. Maintains a variety of complex records of confidential nature including information regarding Board District personnel student or controversial matters; inputs and retrieves computerized data as required. Develops maintains and updates specialized and custom forms databases logs files schedules lists certificates records and reports to support work processes in areas of assigned responsibility. Reviews information identifies discrepancies and completes analysis to resolve appropriately. Completes analysis and manipulation of data to ensure accuracy and compliance with applicable policy and regulations. Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives opens prioritizes and routes mail. Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests. Provides functional work direction to other administrative support staff in area of assignment. Trains and provides 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. Performs related duties as assigned.

Essential Functions
ESSENTIAL FUNCTIONS Examples of essential functions are interpreted as being descriptive and not restrictive in nature.

Desirable Qualifications
DESIRABLE QUALIFICATIONS Demonstrated experience providing high-level administrative support in a fast-paced deadline-driven environment. Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with donor database systems or CRM platforms (e.g. Raisers Edge Salesforce). Knowledge of fundraising gift processing and/or nonprofit administration is highly desirable. Experience working in educational non-profit organizations and/or start-up companies with the adaptability and resourcefulness to navigate evolving priorities. Competence in creating and editing digital content including flyers newsletters and social media posts. 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.

Minimum Qualifications
MINIMUM QUALIFICATIONS High school diploma or GED one (1) year of college-level course work in office administration business office technology information technology or closely related field. Minimum four (4) years of administrative experience; may be supplemented by applicable 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.

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