Description

Culture of Care :

At the South Orange County Community College District (SOCCCD), we foster a Culture of Care grounded in connection, collaboration, inclusion, and service. We seek employees who contribute to a welcoming, student-centered environment and who understand the important role every position plays in advancing student success and strengthening our District community. Our employees build meaningful relationships, demonstrate empathy and professionalism, and promote a culture of belonging, engagement, and mutual respect.

Join SOCCCD and be part of a community dedicated to connection, purpose, and impact. We are seeking collaborative professionals committed to supporting students, creating meaningful experiences, and contributing to an inclusive and supportive workplace. Every employee helps shape a Caring District—one where students, colleagues, and the broader community feel valued, respected, and empowered. If you are passionate about service and making a positive difference, we invite you to bring your talents to our team.

Application Instructions :

• Complete all sections and fields on the application and attach all required documents - incomplete applications may not be considered.

• Include all relevant education, training, and/or experience on the application.

• Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.

• For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.

• For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under the direction of an appropriate level manager, the Senior IT Project Administrator plays a pivotal role in supporting the planning, execution, and delivery of complex high impact IT initiatives across the organization. The Senior IT Project Administrator collaborates with IT leadership, project managers, internal stakeholders, and external vendors to ensure that projects are delivered on time, within budget, and are aligned with organized objectives. The incumbent is a highly organized professional with experience in coordinating multiple high-impact initiatives in a fast-paced environment.

REPRESENTATIVE DUTIES

The following duties are typical for this position. 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.

Coordinate and monitor project activities, resources, and timelines to ensure efficient execution.

Partner with Business Analysts and Quality Assurance team members to verify project deliverables match design materials.

Monitor project progress and promptly escalate issues or delays to the IT Project Manager.

Assist project managers in the update and monitoring of projects within the project management tools.

Assist in the preparation and distribution of project status reports and updates.

Assist in preparing the quarterly project summary reports and report outs to District Committees on project status and team performance.

Support activities for timely completion of IT hardware, software, and services procurements.

Review, process, and prepare contracts for goods, services, and software, ensuring compliance with applicable laws, codes, and District policies.

Obtain proposals, review negotiated terms, monitor contract renewals, and resolve discrepancies related to invoices or vendor performance.

Prepare and manage contracts, maintain accurate records, conduct research, compile data, and generate reports as needed.

Ensure all contracts and purchase orders are current and valid; proactively communicate with vendors for contract renewals.

Act as a liaison, representing the department, in an effort to troubleshoot and resolve all issues related to project management and contracts in a timely manner.

Assist in preparing presentations and reports for leadership and governance committees.

Ensure adherence to organizational policies, security standards, and data governance requirements.

Assess software, websites, and services for accessibility compliance; verify legal compliance, conduct research, and recommend alternatives when necessary.

Serve as a primary point of contact for internal staff, vendors, and external agencies; respond to inquiries and coordinate meetings.

Collaborate with end users to support the maintenance of ongoing projects.

Learn new technologies and create end-user documentation including training materials and job aids.

Provide high-level administrative and operational support to project managers and teams, ensuring seamless coordination across District departments and timely execution of project deliverables.

Assist with developing, organizing, and maintaining project plans, schedules, risk logs, and status reports.

Prepare written materials, including correspondence, reports, procedures, and guidelines related to projects and department operations.

Facilitate communication between stakeholders, vendors, technical teams, and management to ensure alignment and timely issue resolution.

Track project milestones, deliverables, and budgets, reporting progress to stakeholders.

Assist in project change management processes, ensuring proper documentation and communication of scope changes.

Monitor compliance with administrative regulations, security standards, and regulatory requirements.

Support post-implementation reviews to capture lessons learned and contribute to continuous improvement.

Assist in providing general budgeting, purchasing, and administrative support to the Information Technology department.

Support the review, approval, and payment process of vendors.

Create and maintain project information in various project management support systems.

Prepare and coordinate all aspects of meetings with internal and external participants. Key tasks include, but are not limited to, coordinating schedules, identifying and booking meeting locations, procuring refreshments, scheduling meetings, creating meeting materials such as agendas and handouts and taking meeting notes.

Assist in the design and execution of organizational change management efforts to achieve higher level of adoption for new project initiatives.

Other duties as assigned.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Project management concepts such as Gantt charts, Risk Logs, and Work Breakdown Structures.

Administrative functions in support of project management.

Commonly used office software such as Microsoft Office products.

Project management software tools such as Microsoft Project, SharePoint and Teams.

IT systems, software development lifecycles (SDLC), and infrastructure concepts.

Enterprise-wide ERP systems, preferably in higher education (Banner ERP preferred).

Project management methodologies (Agile, Waterfall) and tools (e.g., MS Project, Jira, or similar).

Technical writing techniques.

Problem solving and analytical approaches.

Communication techniques in support of group facilitation, training, and technical support.

Work organization and office management principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Manage multiple priorities in a deadline-driven environment.

Independently execute a wide range of operational, administrative, and support activities for IT projects.

Employ a proactive approach to coordinating and managing various tasks that are essential for the smooth operation of projects.

Coordinate and manage various tasks that are essential for the smooth operation of projects.

Work with a high level of independence, as the coordinator will need to have a detailed understanding of departmental and project activities.

Coordinate, assist, and/or manage meetings for project managers, including drafting and distribution of minutes.

Assist project managers in monitoring contract processing and budget expenditures.

Coordinate project calendars and activities.

Monitor and update project plans and schedules.

Perform research, analyze data, and make recommendations on project-related services.

Support and prepare reports and presentations for project related activities.

Coordinate communication across the enterprise on behalf of project managers.

Apply excellent organizational, analytical, and communication skills.

Create complex spreadsheets and flow charts.

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. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to a bachelor's degree (or higher) in Information Technology, Business, or a related field.

Experience:

Three (3) to five (5) years of progressively responsible experience in project coordination or administration, preferably within IT or higher education.

Prior experience working in a Project Management Office (PMO) or similar organization with multiple concurrent projects is desirable. Experience using organizational change management principles, methodologies, and tools to drive adoption of new systems and processes.

Licenses, Certificates, and/or Other Requirements:

A valid California driver's license may be required for some positions.

Professional certifications such as PMP, CAPM, CSM, CPO, or similar project management, agile-related, and other certifications are highly desirable.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

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: Duties are performed primarily in an office environment at a desk or computer workstation. Incumbents are subject to frequent contact in person and on the telephone with administrative, management, supervisory, academic, and classified staff. Work may require travel to other offices or locations to attend conferences, meetings, or conduct work.

Physical Demands: Typically, must sit for long periods, use hands and fingers to operate a computer keyboard, remember key information, and concentrate for prolonged periods. Must see to read all printed materials, including fine print, computer screens, and electronic displays. Must hear and understand voices to conduct face-to-face and telephone conversations. Must speak in an understandable voice with sufficient volume to be heard within a normal conversational distance, on the telephone, and when addressing groups. Must be able to transport oneself to places necessary to perform job duties. May need to lift, carry, and/or move objects weighing up to 10 pounds.

Supplemental Information

Range 146 of the CSEA Salary Schedule

Work schedule: Monday - Friday (8:00 AM - 5:00 PM)

Required Documents: Resume & Cover Letter

Applications missing the required documents will not be considered.

Hours Per Week: 40

Months: 12

Notice to all Candidates for Employment :

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The South Orange County Community College District (SOCCCD) will not sponsor any visa applications.

Employees must reside in California while employed with the SOCCCD.

California Public Employees Retirement System and California State Teachers Retirement System :

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the SOCCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the SOCCCD to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS

Disability Accommodations :

If you require special accommodations in the application and/or evaluation process, please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date, by either calling (949) 582-4850 or sending an e-mail to [email protected].

Attendance Requirement :

All SOCCCD employees are required to report to work on a regular and consistent basis, as scheduled, to assigned job.

Campus Crime and Safety Awareness :

Information regarding campus crime and safety awareness can be found at www.ivc.edu or www.saddleback.edu. Paper copies are available in the Human Resources office upon request.

Non-Discrimination Notice :

The SOCCCD provides access to its services, classes, and programs without regard to national origin, immigration status, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, military and veteran status, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because they are perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

California Fair Chance Act :

The SOCCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the SOCCCD is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

Diversity, Equity, Inclusion and Equal Employment Opportunity :

The SOCCCD is looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community.

The SOCCCD is committed to ensuring that all students have the opportunity to succeed in their classes and as such, to eliminating institutional barriers that disproportionately impact students of color. Irvine Valley College and Saddleback College are deeply committed to fostering an inclusive environment where students, staff, and faculty from diverse backgrounds can thrive academically and professionally.

Irvine Valley College (IVC) serves approximately 21,584 students, reflecting a rich diversity: 41% Asian, 2% Black/African-American, 21% Hispanic/Latino, 8% Southwest Asian and North African, 5% two or more races, and 21% White in Fall 2024.

Similarly, Saddleback College (SC) serves around 25,789 students, with demographics showing 12% Asian, 2% Black/African-American, 29% Hispanic/Latino, 5% two or more races, and 47% White in Fall 2024.

These numbers underscore the importance of our commitment to eliminating equity gaps across all student demographics through implementing dynamic, student-centered practices and policies. To support the academic and career success of our diverse student body, we seek a candidate who will actively contribute to our mission of inclusivity and support. The ideal candidate's values will align with SOCCCD's goals for Diversity, Equity, and Inclusion (DEI) and Equal Employment Opportunity (EEO).

THE SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER