Mission Viejo, CA
ID: 7062465 (Ref.No. P0016534)
Posted: November 21, 2019
Application Deadline: Open Until Filled
10-Irvine Valley College
The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).
Under direction from the Title IX Investigator Manager and other administrators as assigned, provides specialized administrative and clerical assistance in support of Irvine Valley College campus functions of student to student relations, equal employment opportunity, diversity compliance and training; performs duties with minimal supervision and direction, exercising initiative, judgment and discretion in receiving and providing highly sensitive and confidential information; provides information relative to assigned area of responsibility to students, faculty, staff, and the community when appropriate; establishes and maintains files and records; monitors and ensures various timelines and deadlines are met; prepares reports and correspondence as directed.
Operational characteristics, services, and activities of the department.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of Title IX, Clery, Penal Code, Title V, EEO, the State Education Code and other legal requirements related to area of assignment.
Work organization and office management principles and practices.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing, investigative report, and report preparation.
Principles and procedures used in complex, inter-related record keeping and report development
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation.
Principles and techniques used in handling highly sensitive situations.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Understand the organization and operation of the department as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Respond effectively and with discretion to requests and inquiries from students, faculty, staff, or the public.
Type or enter data at a speed necessary for successful job performance.
Update department Website as necessary.
Utilize social media as a means to educate and support office functions.
Participate in the preparation and administration of assigned budgets.
Prepare a variety of clear and concise administrative, financial and statistical reports.
Implement and maintain filing systems.
Independently compose and prepare correspondence and memoranda.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers with various software.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, gender, sexual orientation, socio-economic status, age, religion, and disability of students, staff, faculty and community
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.
Equivalent to two years of college level course work or specialized training in public administration, business administration, or a related field.
Three years of increasingly responsible experience in an administrative support position, preferably in a law office or legal department, or other office that deals with highly regulated compliance issues.
License or Certificate:
A valid California driver’s license and proof of insurability may be required to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
Conditions of Employment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
See in the normal visual range with or without correction.
Hear in the normal audio range with or without correction.
Duties and Responsibilities
Provide assistance to assigned administrator(s) in organizing and coordinating departmental functions and activities; plan and organize work processes to ensure timely completion of office activities; develop schedules to ensure deadlines/timelines are met; keep supervisor, Title IX Deputies and other departmental staff apprised of essential timelines.
Provide information, training and assistance to students, faculty, staff, and community members on District policy and procedures related to unlawful discrimination and harassment prevention; respond quickly and effectively to questions and complaints, using judgment in referring situation(s) appropriately; prepare and maintain and track detailed case records, ensuring all Title IX and District timelines are met.
Serve as liaison between the department and District staff, the Colleges, and the community by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining policies and procedures, and/or referring callers to the administrator or others as necessary.
Participate in planning and coordinating faculty, staff and student training; prepare training materials from general and specific information; provide staff assistance during training activities as necessary.
Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare required and ad hoc reports related to Title IX and departmental activities; ensure mandated reports are submitted in a timely manner.
Support Title IX Investigator Manager in the development of investigation reports. Compose correspondence and narrative reports independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, grievances and complaints, for administrator’s approval.
Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; maintain and generate reports from a database or network system; coordinate and arrange meetings; coordinate activities with other divisions and departments; make travel arrangements for department staff; process conference reimbursement and other requests.
Provide technical assistance to users of the Database system as requested; maintain records of assistance provided; identify training needs and communicate to supervisor.
Assure that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines; assure the administrator receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.
Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes and record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.
Establish and maintain a variety of complex, interrelated filing systems including confidential files.
May provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy.
Perform related duties as required.