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Job ID: 112154

Outreach Assistant (One or More Positions)
South Orange County Community College District


Date Posted Sep. 12, 2018
Title Outreach Assistant (One or More Positions)
University South Orange County Community College District
South Orange County, CA, United States
Department Outreach and Community Relations (IVC-024-100)
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Other Administrative Categories
  • Administration - Other
 
 

Summary Description:
Under general supervision from assigned management staff, provides general administrative, secretarial and clerical assistance in support of departmental programs and functions; responsible for operation of a central switchboard; provides information and assistance to students, faculty, staff, and the general public; maintains schedules, budgetary records, files, and other materials that support daily operations; may provide direction to student workers; and participates in a variety of meetings, special events, and projects related to outreach activities.

Distinguishing Characteristics:
This is a single incumbent classification that is distinguished by its responsibility for performing a broad range of administrative, secretarial, and clerical duties in support of outreach activities while having primary responsibility for the operation of a centralized switchboard. Incumbents in this classification must have broad knowledge of campus operations and resources in order to direct incoming calls appropriately and must be able to adapt quickly to changing work priorities in order to meet the needs of the department. Centralized switchboard and reception services are essential and, as the primary operator, the incumbent is responsible for training and overseeing hourly student workers that provide back-up assistance to maintain coverage.

Representative Duties:
The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:
Operating characteristics of a multi-line switchboard console.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic principles and practices used to establish and maintain files and information retrieval systems.
Basic principles, practices, and procedures of record keeping.
Basic mathematical concepts.
Basic research methods and techniques.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply general administrative and office policies and procedures.
Maintain current knowledge of campus events and locations.
Perform a variety of campus receptionist and administrative and clerical support functions of a general nature for an assigned office.
Operate a switchboard.
Respond tactfully, clearly, concisely, and appropriately to requests and inquiries from students, staff, the general public, press, or other agencies; effectively present information in person or on the telephone to students, staff or the public.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Use sound judgment in recognizing scope of authority and resolving difficult situations.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information to prepare routine reports and business correspondence.
Maintain filing systems.
Train and provide work direction to others.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
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 effectively with minimal supervision.
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.
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.

Education/Training:
Equivalent to the completion of the twelfth grade; college level coursework or specialized training in business administration, public relations, or other directly related field is desirable.

Experience:
One year of experience providing administrative and clerical support in an environment that involves frequent interruptions. Demonstrated experience operating a centralized switchboard and providing information to the general public is highly desirable.

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 events and/or to pick up/deliver documents or other materials.


 
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