Administrative Assistant to the Vice President
This position is open to internal full-time and part-time permanent Coast Community College District (CCCD) employees to apply. 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 Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four-year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).
Orange Coast College Employee-Student Demographic Information
Direct Link: OCC Employee-Student Demographics
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 and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
- 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.
- 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.
- 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.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
- Assists the executive by preparing multimedia presentations for use in internal, board, and external use.
- 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.
- 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 the legality, original correspondence, and forms on routine district matters.
- Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and set up internal routines for monitoring performance.
- Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.
- Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
- 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.
- Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distribute executed instruments.
- 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.
- Assists the executive with the 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.
- 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.
- Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
- May assign, prioritize, and review work of other staff and temporary help.
- 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 and Physical Demands
Knowledge and Skills:
The position requires extensive knowledge of modern office practices, procedures, and equipment, including filing systems, executive receptionist and communications techniques, and letter and report writing. Requires in-depth knowledge of District and divisional operations, policies, procedures, and calendars. 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. Requires working knowledge of and skill at conducting research of education codes and legislation. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping, including double-entry bookkeeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relations skills 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.
Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time. Requires the ability to prepare spreadsheets, graphs, and charts, and enter, import and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. 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.
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. 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.
Work is performed indoors where minimal safety considerations exist.
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.
Conditions of Employment
This position is open to internal full-time and part-time permanent Coast Community College District (CCCD) employees to apply. 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.
This is an IN-HOUSE ONLY - permanent, classified contract, 12-months per year classified position. The normal hours of work will be Monday through Frida y 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the needs of the department. The effective date of employment will be arranged with the supervisor. (Salary Range EE-119)
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.
The deadline to apply is June 30 , 2021. Application materials must be electronically submitted online at http://www.cccd.edu/employment . Incomplete applications and application materials submitted by mail will not be considered.
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS . Electronic applications may be completed by visiting http ://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 be considered for employment you must submit a complete application packet. A complete application packet includes:
- A complete online Classified/Management Employment Application .
- A current resume . (Attached as a separate document.)
- A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
- Answers to Supplemental Questions . (clear and detailed responses required 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, or put 'see resume' or 'N/A', or leave 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 email@example.com. Emails must clearly indicate the job you are applying to and your name.
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.
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 the needs of a changing and increasingly diverse population.
Coast Community College District Title IX:
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 hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.
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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