IN HOUSE ONLY - Administrative Assistant to the Vice President (Office of Instruction)

Employer
Golden West College
Location
California, United States
Salary
Salary Not Specified
Posted
Apr 13, 2021
Employment Level
Administrative
Employment Type
Full Time


Definition

THIS POSITION IS FOR INTERNAL FULL TIME AND PART TIME PERMANENT CCCD CANDIDATES ONLY.
EXTERNAL CANDIDATES AND TEMPORARY CCCD EMPLOYEES ARE NOT ELIGIBLE TO APPLY.
IF YOU ARE NOT A CURRENT EMPLOYEE WITH CCCD, PLEASE DO NOT APPLY AT THIS TIME.

About Golden West College
Located in Huntington Beach, California, Golden West College is a two-year college, serving over 18,000 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. For the last two years, Golden West College has been named a ' Champion of Higher Education for Excellence in Transfer' by The Campaign for College Opportunity in recognition of its extraordinary work in awarding and implementing the Associate Degree for Transfer (ADT) to help students achieve their educational and professional goals.

Golden West College (GWC) welcomes a diverse pool of candidates and has an unwavering commitment to quality education, equitable outcomes, inclusive practices and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative student, employee, and community populations.

Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so we can best serve disproportionately impacted groups. Additionally, the college supports equity minded programs as well as a full calendar of culturally responsive events. For up-to-date information on our student demographic and more, please see the following link: Golden West College Scorecard Golden West College is part of the Coast Community College District , a multi-college district that includes Orange Coast College and Coastline Community College . Information about GWC can be found at www.goldenwestcollege.edu .


Summary
Performs a variety of technical and complex administrative support duties for a Vice President. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates workflow and support activities for the office and often for programs involving other organization units and grants.

Distinguishing Career Features
Administrative Assistants at this level focus on applying services typically for a division having oversight of closely related functions. The Administrative Assistant to the Vice President is part of a multi-level career path encompassing administrative support. Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant level with a demonstrated ability to serve the executives, e.g., Vice Presidents or higher, whose functions require integrating the services of a variety of departments.

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:
1. Provides support to a vice president of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the division and a basic understanding of the functions and procedures of other divisions.
2. Prepares, organizes, and maintains a variety of comprehensive and confidential files and records. Receives, handles, and stores the confidential, private, and sensitive information pertaining to the assigned executive office and division.
3. Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit, college, and District. Interprets and conveys policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.
4. Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
5. Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
6. Assists the executive by preparing multimedia presentations for use in internal, board, and external use. Administrative Assistant to VP Updated September 2019 2
7. Provides administrative support to special processes such as, but not limited to cross functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
8. Takes notes, recollections, or transcribes proceedings, including those which are of a confidential or private nature. Prepares from rough drafts or standing instructions a variety of correspondence, reports, and statistical data. Independently composes, and reviews for legality, original correspondence and forms on routine district matters.
9. Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
10. Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.
11. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
12. Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.
13. Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.
14. Performs special projects as assigned. Conducts research of file libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
15. Assists the executive with development of division-level budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for contracts, capital outlay, special projects, and grant-funded activities.
16. Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.
17. Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
18. May assign, prioritize, and review work of other staff and temporary help.
19. Performs other related duties as assigned that support the objective of the position.
20. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS

Knowledge and Skills
1. The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive communications techniques, and letter and report writing.
2. Requires in-depth knowledge of District, college and divisional operations, policies, procedures, and calendars.
3. Requires a well-developed knowledge of, and skill at using personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry onto custom databases.
4. Requires working knowledge of and skill at conducting research of education codes and legislation. 5. Requires skill at facilitating problem-solving processes.
6. Requires enough math skills to perform financial and statistical record keeping, including double entry bookkeeping.
7. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
8. Requires well-developed human relations skill to convey executive office purpose, work productively and cooperatively with diverse teams, exercise patience 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 accurately take and transcribe notes and/or meeting minutes/recollections.
3. Requires the ability to learn, interpret, explain and apply knowledge of District, college and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.
4. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.
5. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
6. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
7. Requires the ability to communicate with administrators, parents, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the College and District.

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 California’s 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.

Education and Experience
The position requires an Associate’s Degree and five years of progressive administrative experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. A Bachelor’s degree may substitute for some experience.

Licenses and Certificates
May require a valid driver’s license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

This is an IN-HOUSE ONLY recruitment, open to internal full-time and part-time permanent Coast Community College District employees to apply.

The Administrative Assistant to the Vice President of Instruction is a regular, full-time, general-funded 12-month per year, classified staff position. The normal hours of work are typically 8:00 a.m. to 5:00 p.m., Monday through Friday; with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

  • 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.

Additional Information

APPLICATION REQUIREMENTS

To be considered for employment you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Coast Community College District Online Employment Application
  2. A current resume (as a separate attachment - PDF recommended)
  3. A cover letter outlining your education and experience relevant to this position (as a separate attachment - PDF recommended)
  4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes)


Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS . Electronic applications may be completed by visiting www.cccd.edu/employment . Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

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. For questions which may not apply, indicate 'n/a' (not applicable). 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.

Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

Disability Accommodations
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4716.

SELECTION PROCEDURES
  1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview .
  2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. 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 .


Coast Community College District Title IX:
https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

This direct link 2020 Annual Security and Fire Safety Report (ASFSR) is the 2020 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2017, 2018, and 2019 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 hardcopy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.

The Coast Community College District is a multi-college district that includes Coastline Community 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. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.

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 needs of a changing and increasingly diverse population.

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. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide 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.

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