Administrative Assistant (President's Office)
14 days ago
Fountain Valley
Coastline Community College is one of the three comprehensive colleges that make up the Coast Community College District (CCCD) in Orange County, California. Established in 1976, Coastline has a long-standing reputation for providing high-quality education and support to its students. The college offers a wide range of degree and certificate programs in subjects such as business, healthcare, computer science, and many others. Coastline is known for its innovative and flexible approaches to education, including online and hybrid courses, as well as its commitment to student success. With a diverse student body and a supportive community, Coastline provides a welcoming and inclusive environment for all students to learn, grow, and succeed. The college also has a strong commitment to community engagement and works closely with local businesses, organizations, and agencies to provide real-world experiences for its students and to support the broader community. (ON-SITE - In-Person Position) Summary Administrative Assistants perform specialized administrative support duties to administrative projects, workflow, and support activities for an office and related functions. Distinguishing Career Features Administrative Assistants require the ability to provide administrative support requiring competencies such as but not limited to, the ability to carry out projects that involve data from other departments and sites, and research and gather for reports and special studies. The Administrative Assistant classification also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting. The Administrative Assistant is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant I is based on need, requires compliance with the job qualifications and the ability to provide support to administrative committees, official proceedings, and processes requiring a higher level of specialization and reporting relationship and provide varied and difficult support to business and academic processes, usually reporting to a senior level administrator and coordinating work flow among other support staff. Essential Duties and Responsibilities Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned: • Performs administrative support involving administrative, technical, and logistics services. Applies working knowledge of the functions, policies, and procedures of the division/ department, as well as those having implications to other functions., • Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator. Responds to inquiries and conveys information about programs and services provided by the organizational unit., • Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions., • Provides support to, and may coordinate departmental projects and events, integrating them with ongoing work routines. Projects and events include but are not limited to compliance and performance reporting, enrollment and transfer processes, etc., • Collects, updates and maintains data and files, such as those used in special student programs, and other processes where there are information privacy considerations. Reviews and enters data using established data entry screens and formats., • Provides administrative support to special processes including, but not limited to, committees and special subject group meetings. Prepares forms, revisions, and final documents to support proceedings., • Takes notes and prepares meeting recollections. Prepares from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters., • Researches and may prepare requisitions and claims for reimbursable services. Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors, government agencies, and other service providers., • Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time and attendance, and employing part time and temporary staff. May assist or coordinate on-boarding of new hire employees., • Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May make travel reservations., • Prepares documents on behalf of the administrator such as but not limited to, agreements and contracts for services, performance appraisals, proceedings, and reports used by and/or provided by the division. Processes documents for approval., • Assists one or more administrators with developing organization unit budget proposals, maintaining communications with work sections on status and information needs. Researches and identifies reimbursable services., • Maintains department approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities., • Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to ensure compliance with business practices and regulations., • May collect cash, reconcile and balance departmental financial accounts., • May update content to division's web pages as approved by the supervisor., • Performs other related duties as assigned that support the objective of the position., • Required to abide by all District policies and procedures including Board Policy 3050 - Code of Professional Ethics. Qualifications Knowledge and Skills • The position requires in-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, and letter and report writing., • Requires a working knowledge of computer- based software programs that support this level of work, including, but not limited to, word processing, spreadsheet, presentation graphics, desktop publishing, special applications used by the organization unit, and data entry onto custom databases., • Requires basic skill at facilitating small group problem-solving processes., • Requires enough math skills to perform financial, numeric, and other record keeping., • Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence and reports., • Requires the ability to perform the essential responsibilities and functions of the position., • Requires the ability to accurately take and transcribe notes and/or meeting minutes/ recollections., • Requires the ability to learn, interpret, explain and apply knowledge of District, college and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details., • Requires the ability to learn and apply knowledge to support development processes, to know recording and monitoring master calendar and school schedules, interpret budget information, and processing payroll transactions., • Requires the ability to prepare spreadsheets, graphs and charts., • Requires the ability to learn about basic budgeting, and of information systems used by the District within a reasonable time frame. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines., • Requires the ability to maintain confidentiality of private and sensitive information., • Requires the ability to communicate with parents, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the department, college and District., • The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources., • Essential functions will vary by position. Licenses and CertificatesMay require a valid driver license. Working Conditions Work is performed indoors where minimal safety considerations exist. This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job. Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-RacismThe Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. Note: To be eligible for employment, you must possess authorization to work in the United States. The District does not sponsor visas or take over any established visa sponsorship. This is a permanent, categorically funded, full-time, 12-months per year classified position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee. ___ Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. Pay Philosophy: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees. Application Requirements: Application materials must be electronically submitted online at ___ to be considered for employment. Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). A complete application packet includes: • A complete Coast Community College District Online Employment Application., • Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank)., • A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access). (upload as a separate attachment - PDF recommended). Coast Community College District - Human Resources 1370 Adams Avenue, Costa Mesa, CA 92626 Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716. *Note: We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. 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. If you do not know an answer, please indicate so, but do not leave any space blank. All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview. Any documents that you are unable to attach can be emailed to ___. Emails must clearly indicate the job you are applying to and your full name. Selection Procedure • All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview., • Applicants wishing to apply for more than one position must submit separate application materials for each desired position., • Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview., • If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense., • During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical., • Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs., • The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview., • The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews., • The campus President will make the final recommendation for employment to the Board of Trustees., • The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment., • Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment., • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment., • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910), • Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment)., • Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment)., • Present original documents for proof of eligibility to work in the United States including a Social Security Card; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND The Coast Community College District is a multi-college district that includes _________and ___. The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population. ___ (For more information on Title IX click here) The ___ provides the crime statistics for calendar years 2022, 2023, and 2024, which were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.
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