TRANSFER ONLY Administrative Assistant I (TRANSFER ONLY)

Definition

TRANSFER ONLY :

This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates are not eligible to apply at this time. If you are not a current transfer candidate with CCCD please do not apply at this time.

Summary

Performs specialized technical and administrative support services usually for a senior-level administrator or director of a complex organization such as a department head who has responsibility over multiple sub-functions or a District-wide service with substantial administrative needs. Coordinates and performs administrative projects workflow and support activities for the office and related functions.

Distinguishing Career Features

The Administrative Assistant I requires compliance with the job qualifications and the ability to provide support to committees and proceedings and processes requiring a higher level of specialization at the college or District-level such as in instruction student services business or other functions requiring advanced administrative support. The Administrative Assistant I is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant II is possible based on need requires the ability to provide varied and difficult support to business and academic processes usually reporting to a college or District senior-level administrator such as a Dean or Director of a complex organization. Administrative Assistant II would support committee processes such as curriculum.

Essential Duties and Responsibilities

Specific duties may vary among departments divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties as assigned :

Administrative Assistant I are qualified to perform all the following however will usually specialize in a portion based on supporting academic or business processes.

1. Performs administrative support involving applications of a working understanding of the functions and procedures of the division with a basic understanding of functions and procedures of other divisions.

2. Responds to inquiries and conveys information about programs and services provided by the organizational unit and colleges. Interprets and conveys policies and procedures referring difficult or sensitive matters to the appropriate administrator.

3. 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. Coordinates and performs administrative support for projects and events integrating them with ongoing work routines.

4. Provides administrative support to special processes and events including but not limited to committees campus meetings commencement advisory boards and special subject group meetings. Prepares and processes forms revisions and final documents to support. Activities may include planning set-up vendor agreements and speaker arrangements.

5. Takes notes and prepares meeting recollections. Types (keyboards) 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.

6. Maintains committee records and assists in the preparation of departmental / divisional reports by gathering and summarizing information from a variety of sources.

7. Searches compiles and organizes business and / or academic data from existing databases or resources for further use by the supervisor.

8. Receives handles and stores private information pertaining to the District college or assigned division. Maintains confidentiality of private and sensitive information.

9. Receives telephone calls and visitors screening callers handling routine matters providing information or routing calls to administrators as necessary.

10. Schedules appointments and arranges meetings. Prepares schedules and informs participants confirming dates and times. May makes hotel conference and travel

reservations.

11. Prepares agreements and contracts for services used by and / or provided by the division. Processes and distributes contract documents for approval.

12. Prepares from text types and checks course outlines curriculum proposals class schedules and faculty assignments.

13. Creates verifies edits and distributes faculty load records. Monitors records and reviews adjunct faculty load records with administrator for approval and compliance with work limits.

14. Schedules and assists in the preparation of faculty member and other staff performance evaluations including peer-level evaluations.

15. Records verifies codes and processes faculty staff and student or temporary employee timesheets including information for stipends and other compensable elements.

16. May assist the administrator with development of organizational unit budget proposals maintaining communications with work sections on status and information needs.

17. May maintain approved budgets databases transaction records and audit trails including those for capital outlay special projects and grant-funded activities.

18. May train and oversee the work of other staff members or student assistants.

19. May update content to divisions web pages as approved by the supervisor.

20. Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.

21. Performs other related duties as assigned that support the objective of the position.

22. Required to abide by all District policies and procedures including Board Policy 3050 Code of Professional Ethics

Qualifications and Physical Demands

Qualifications

Knowledge and Skills

1. 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.

2. 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.

3. Requires basic skill at facilitating small group problem-solving processes.

4. Requires enough math skills to perform financial numeric and other record keeping.

5. Requires enough knowledge of proper English usage grammar spelling and punctuation to prepare professional correspondence.

6. Requires enough human relations skills to work cooperatively with diverse teams convey technical information solve problems and exercise sensitivity when dealing with internal and external customers and convey technical concepts.

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.

2. Requires the ability to independently perform all the duties of the position.

3. Requires the ability to accurately take and transcribe notes and / or meeting minutes / recollections.

4. 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.

5. Requires the ability to learn and apply techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions.

6. Requires the ability to prepare spreadsheets graphs and charts.

7. Requires the ability to learn and enter import and export data to and from databases and college information systems within a reasonable time frame.

8. Requires the ability to plan organize and prioritize work in order to meet schedules and timelines.

9. Requires the ability to maintain confidentiality of private and sensitive information.

10. Requires the ability to communicate with faculty students staff and the public using patience and courtesy and in a manner that reflects positively on the college and District.

11. Requires the ability to maintain productive and cooperative working relationships with

others.

Physical Abilities

1. 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.

2. Essential functions will vary by position.

3. As defined by Title I of the Americans with Disabilities Act (ADA) and Californias Fair Employment and Housing Act (FEHA) the District shall engage in a timely good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and provide reasonable accommodations for employees or employment applicants who because of their disability are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

AND

Demonstrated evidence of responsiveness to and understanding of the racial ethnic disability gender identity sexual orientation socioeconomic academic and cultural diversity within the community college student population including students with different ability statuses (e.g. physical and / or learning) as these factors relate to the need for equity-minded practice within the classroom.

Note : D.E.I.A. - Diversity Equity Inclusion Accessibility and Anti-Racism. The 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.

Education and Experience

The position requires knowledge equivalent to an Associate Degree and two years of progressive administrative experience. Alternatively may accept one year of post-secondary education in a business profession and four years of experience.

Licenses and Certificates

May require a valid drivers 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.

Conditions of Employment

TRANSFER ONLY :

This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates are not eligible to apply at this time. If you are not a current transfer candidate with CCCD please do not apply at this time.

Note : Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This is a permanent general 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 departments 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. ( Salary Schedule : EE-117)

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 Districts 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 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 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).
• A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

Submit an application online at :

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.

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.

Additional Information

Selection Procedure

Employment Information

The SELECTED CANDIDATE is required to complete the following prior to employment :

Coast Community College District is an Equal Opportunity Employer

The Coast Community College District is committed to employing qualified administrators / managers faculty and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness promotes mutual understanding and respect and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race color sex gender identity gender expression religion age national origin ancestry sexual orientation marital status medical condition physical or mental disability military or veteran status or genetic information.

The Coast Community College District is a multi-college district that includes Coastline College Golden West College and Orange Coast College . 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.

Coast Community College District Title IX (For more information on Title IX click here)

Coast Community College District Annual Security and Fire Safety provides the crime statistics for calendar yearsand 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.

Title IX & Sex Discrimination

Key Skills

Generator,Accomodation,Football,Advertising,Architectural Design

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 69362 - 93515