Outreach Office Assistant, Categorical (Part-Time) (Lateral & External)

District

Mission Viejo, CA

ID: 7079073 (Ref.No. P0018882)
Posted: June 1, 2021
Application Deadline: Open Until Filled

Job Description


Location
30-District
Classification Benefits:

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).


Summary Description:

Under the direction of the appropriate level manager or administrator, performs a variety of office support, clerical, and routine secretarial duties of a general or specialized nature in support of Outreach; delivers campus tours, provides word processing and data entry support; assists with Outreach events and presentations; maintains a variety of files and records; and provides information and assistance to students, faculty, staff, and the general public.


Knowledge of:

Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic public information, public speaking, community relations, and marketing principles and practices.
Confidentiality requirements when dealing with personal and sensitive student information.
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
Methods and techniques used in conducting promotional and information sessions for current and prospective students.
Operating characteristics of a multi-line switchboard console.
Principles and procedures used in community college outreach programs and services.
Student recruitment and retention strategies and techniques.
Basic mathematical concepts.
Basic principles and practices used to establish and maintain files and information retrieval systems.
Basic principles, practices, and procedures of record keeping.
Basic research methods and techniques.
English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices, and procedures of business letter writing and report preparation.
Recordkeeping methods and procedures.
Work organization principles and practices.


Ability to:

Respond tactfully, clearly, concisely, and appropriately to requests and inquiries from students, staff, the general public, press, or other agencies; effectively present information in both in person and in a virtual environment, telephone, email or chat to students, staff, or the public.
Demonstrate interpersonal skills while using tact, patience, and courtesy.
Effectively work with faculty, staff, the general public, and the community to assess and respond to their needs.
Maintain current knowledge of campus events and locations.
Maintain current knowledge of student outreach, enrollment, matriculation, and retention programs for a community college.
Communicate clearly and concisely, both orally and in writing.
Perform a variety of campus receptionist and administrative and clerical support functions of a general nature for an assigned office.
Work effectively with others to achieve common goals including student recruitment and retention.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Adapt to changing technologies and learn functionality of new equipment and systems.
Collect and compile data related to assigned functions.
Compile and organize data and information to prepare routine reports and business correspondence.
Establish and maintain effective working relationships with those contacted in the course of work.
Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities.
Maintain filing systems.
Maintain the security of confidential materials.
Operate a switchboard.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Plan and organize work to meet schedules and changing deadlines.
Type or enter data at a speed necessary for successful job performance.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Use sound judgment in recognizing scope of authority and resolving difficult situations.
Work within the policies, functions, and requirements of area of assignment.
Report to work on a regular and consistent basis, as scheduled, to assigned job.


Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Education/Training:

Equivalent to the completion of the twelfth grade.


Experience:

Preferred one year of general clerical experience involving extensive public contact.


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 perform other related duties as assigned.


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 Environment:

Work is performed primarily in a standard office setting with occasional field trips, including
those to local high schools and to attend meetings. 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.


Physical Demands:

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 may 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

Assist with and participate in comprehensive outreach programs to attract, enroll, orient, assist, and retain community college students.

Deliver campus tours to prospective students and their parents in large and small groups.

Assist with, attend, and participate in both on-site events as well as off-site high school outreach and other public and community relations efforts.

Attend meetings, events, conferences, and committees as required.

Serve as a liaison between prospective students, current students, and college departments.

Serve as a liaison to community groups, organizations, other higher education institutions, high schools, middle schools and/or elementary schools.

Provide general information regarding the location, dates, and times of events, College policies and procedures, and other general College information; provide materials, maps, class schedules, catalogs, and other information as requested.

Assist students with navigating through the District’s website; assist with on-line registration and related matters.

May serve as receptionist for assigned area; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; refer callers to appropriate staff for further assistance as needed. Provide relief to the central switchboard operator as required to ensure coverage.

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information

Type, word process, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.

Maintain accurate and up-to-date files and records for assigned areas; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.

Maintain a database of prospective students and community contacts, provide follow up activities, assemble handbooks, public relations materials, and policies to assist and aid in Outreach related activities.

Access student files on computer terminal; input corrections such as status, address, and course changes.

Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; compile information and data for statistical and financial reports; check and tabulate data.

Receive, sort, and distribute incoming and outgoing correspondence.

Present program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials; assist higher level staff and managers with classroom workshop presentations: assist in the distribution of promotional and marketing materials related to outreach.

May prepare a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials.

Maintain office supplies and inventories; order, receive, and maintain office supplies and equipment; prepare and deliver requisitions, purchase orders, and work order forms; maintain a variety of equipment and inventory related to Outreach activities.

Maintain calendar of activities, meetings, and various events; coordinate activities with others.

Schedule and prepare for a variety of meetings; prepare and distribute agendas; make arrangements for facility usage; take and prepare minutes as assigned; disseminate information as appropriate.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine; learn to use new technology as necessary to perform duties.

Perform related duties as required.





At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.



 

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