Job Details

Administrative Assistant II

North Orange County Community College District

Position Number: 2015898P

Location: Cypress College

Department: CC President's Office Administration

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

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

Job Description

Performs complex administrative duties independently in support of one or more functional areas, departments or administrators within established rules and regulations; organizes and 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 judgment, knowledge and explanation of policies.

Plans, coordinates and assists in the preparation and maintenance of class and faculty schedules, room assignments, textbook orders, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists students with registration.

Coordinates and facilitates special projects, such as receptions, facilities use and events; maintains calendar of activities; coordinates travel arrangements, approves, prepares and distributes promotional and informational materials; maintains current mailing lists.

Monitors department expenditures and budgets; approves expenditures within established guidelines; assists with budget development and tracks status of budgets; maintains petty cash accounts; responds to inquiries regarding financial issues.

Evaluates and processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; monitors, calculates and submits time sheets; maintains confidential files and data.

Types and may compose and edit correspondence, memos, letters, agendas and reports; revises schedules, forms, reports, records, and other information; prepares statistical information for use in reports; schedules appointments and meetings; attends meetings and transcribes and distributes minutes; initiates and answers telephone calls; screens and directs calls; greets visitors and directs to appropriate personnel; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.

Orders supplies and prepares purchase requisitions; tracks orders to assure delivery and payment; responds to facilities maintenance requests.

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.

Primary Purpose

This position is responsible for performing a wide variety of complex and specialized administrative duties to support one or more functional areas, departments or administrators; and coordinating office functions to assure efficient operations. This requires specialized knowledge in the specific area supported (e.g. financial aid, student services, health services, various instructional areas, and any other departments).

Working Relationships

The Administrative Assistant II 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 55 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 time lines
• 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.
• Minimum two (2) 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.

Desirable Qualifications

• Demonstrated experience providing high?level administrative support to senior executives (President, Vice President, or Cabinet?level leaders), preferably in a higher education or public sector environment.
• Proven ability to manage complex calendars, coordinate meetings, prepare agendas, and support executive?level decision?making.
• Experience drafting, editing, and proofreading professional correspondence, reports, and presentations with accuracy and attention to detail.
• Strong organizational skills with the ability to prioritize competing deadlines in a fast?paced, confidential environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience using enterprise systems common to community colleges.
• Ability to anticipate needs, resolve issues independently when appropriate, and escalate matters with professionalism and clarity.
• Excellent verbal and written communication skills.
• Proven ability to exercise initiative, think critically, and adapt to changing priorities with minimal supervision.
• Experience improving administrative processes, workflows, or office operations to increase efficiency and effectiveness.
• Two years of college coursework or higher.
• Experience collaborating with faculty, staff, and/or community leaders in programs and initiatives that are specifically designed to assist historically underrepresented students achieve their educational goals.
• 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.

Salary Range

$5,491-$6,617 Per Month

Open and Close Dates

Open Date: 01/07/2026

Close Date: 01/22/2026

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 statute. 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) ###-#### at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. Here for information regarding evaluation of foreign degrees.

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