"Senior Administrative Assistant (SC- A&R)(Substitute)"

SUMMARY DESCRIPTION

Under direction from the assigned administrator of record of a highly complex, multi-function division of large size, staff, and budget, such as a Dean or Director, performs the full range of administrative, secretarial, and clerical assistance in support of assigned complex program in a large business, instructional, or student services division; or serves as secondary administrative support for a larger office, such as a Vice President's office or the President's office.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from other levels of the Administrative Assistant series in that the Senior Administrative Assistant is the experienced, journey-level classification of the series. Incumbents are assigned to perform the full range of complex administrative support, secretarial, and clerical duties independently for a large/complex business, instructional, or student services program.

REPRESENTATIVE DUTIES

• Participate in the administration of the office to which assigned; assist supervisor in meeting reporting requirements, functional responsibilities, and research objectives; provide responsible and complex secretarial and administrative support and confidential assistance.
• Plan and organize administrative office support functions; coordinate, oversee, and evaluate the flow of office work.
• Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings.
• Participate in the orientation and training of new classified and academic employees when assigned; assign, schedule, train, and provide work direction to lower-level office staff and student workers as assigned.
• Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial data.
• Coordinate and oversee specialized functions or projects independently, as assigned including special event planning and implementation.
• Answer telephones and respond to questions and requests for information.
• Serve as liaison between assigned supervisor and the College president, vice presidents, administrative staff, academic and classified staff, students, representatives of community agencies, and the general public.
• Assure that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines.
• Assist supervisor in the preparation and administration of program budget(s).
• Recommend expenditures for office equipment, materials, and supplies and assure their timely ordering, receipt, and storage.
• Provide staff support to standing and ad hoc committees and other groups as assigned.
• Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature.
• Format, type, proofread, duplicate, and distribute correspondence, notices, lists, forms, memoranda, and other materials.
• Establish and maintain a variety of complex, interrelated filing systems including confidential files.
• Receive mail and identify and refer matters to the administrator in order of priority.
• Utilize various computer applications and software packages.
• Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
• Interact with South Orange County Community College District, Irvine Valley College, and Saddleback College's administrators, divisions, departments, faculty, staff, and students.
• When assigned to an instructional division: develop, proof, and submit schedule of classes; direct the process for development of new course/curriculum and/or program offerings.
• Perform related duties as required.

QUALIFICATIONS

Knowledge of:

• Operational characteristics, services, and activities of the functions, programs, and operations of the assigned division or department.
• Pertinent federal, state, and local laws, codes, and regulations.
• Work organization and office management principles and practices.
• Office procedures, methods, and equipment including computers and applicable software applications.
• Processes, procedures, and practices of budget preparation and administration.
• Principles and practices used to establish and maintain files and information retrieval systems.
• English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

• Understand the organization and operation of the assigned division and/or department.
• Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.
• Oversee and participate in the management of the administrative functions and operations of the assigned office.
• Participate in the preparation and administration of assigned budgets.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Work under steady pressure with frequent interruptions and a high degree of public contact.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed primarily in a standard office setting.

SUPPLEMENTAL INFORMATION

Salary: $34.79 Hourly

Location: Saddleback College - Mission Viejo, CA

Job Type: SC - Non-Bargaining Unit (Part-Time) - Temporary

Work Schedule: TBD - Schedule and shift vary and are subject to change.

Hours per Week: Up to 25