Skip to main content

This job has expired

Administrative Assistant I - Office of Instruction (In-House Only)

Employer
Orange Coast College
Location
California, United States
Salary
Salary Not Specified
Date posted
Jun 10, 2022


Definition

IN-HOUSE ONLY:

This position is open to internal permanent, short-term, professional experts, and student assistant Coast Community College District (CCCD) employees to apply. External candidates and part-time faculty are not eligible to apply. If you are not a current permanent 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. 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. We currently enroll 18,705 students, the majority of whom are from racially minoritized populations: 34% of OCC's students are Latinx, 2% are African- American, 25% are Asian, less than 1% Native American, 30% are White, and 5% 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).

Department Specifics

This Orange Coast College position will support the Office of Instruction and the Office of Institutional Effectiveness. The Office of Instruction provides leadership, administrative support, and accountability to the instructional wing so that it is better served to achieve its goals. Curriculum Management, Scheduling, Faculty Load and Pay, Instructional Planning Council, and Accreditation are supported by the Office of Instruction. Classified professionals in the Office of Instruction demonstrate the ability to interpret and implement contract and legislative changes; communicate effectively with students, management, administrators, and external stakeholders; and apply great attention to detail to assignments. The Office of Institutional Effectiveness provides leadership for the college's continuous improvement processes, including Program Review, Outcomes Assessment, Planning, and Accreditation in addition to the Accreditation Coordinating Committee and Institutional Effectiveness Committee. Classified professionals in the Office of Institutional Effectiveness demonstrate the ability to understand, communicate, and support the college's continuous improvement processes; communicate effectively with students, management, administrators, and external stakeholders; and apply great attention to detail to assignments.

Administrative Assistant I - Office of Institutional Effectiveness supports the Accreditation Committee that coordinates the college's efforts in achieving and maintaining compliance with the Accrediting Commission for Community and Junior Colleges (ACCJC) standards.

Orange Coast College Employee-Student Demographic Information
Direct Link: Employee/Student Profile Comparison Dashboard

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 Assistants I are qualified to perform all the following, however, will usually specialize in a portion based on supporting academic or business processes.
  • Performs administrative support involving applications of a working understanding of the functions and procedures of the division/department, with a basic understanding of functions and procedures of other divisions.
  • 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.
  • Organizes work by researching and setting up business, committee, 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.
  • Provides administrative support to special processes and events including, but not limited to, committees, campus meetings, commencement, advisory boards, accreditation, and special subject group meetings. Prepares and processes forms, revisions, and final documents to support proceedings. Activities may include planning, set-up, vendor agreements, and speaker arrangements.
  • 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.
  • Maintains committee records and assists in the preparation of departmental/divisional/institutional reports by gathering and summarizing information from a variety of sources.
  • Searches, compiles, and organizes reports, business, and/or academic data from existing databases or resources, for further use by the supervisor.
  • Develops and/or maintains systems for collecting and storing information, such as evidence for institutional processes and performance.
  • Works collaboratively with a variety of campus constituents to develop, coordinate, maintain, or communicate institutional data, processes, and timelines.
  • Receives, handles, and stores private information pertaining to the District, college, or assigned division. Maintains confidentiality of private and sensitive information.
  • Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
  • Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May makes hotel, conference, and travel reservations.
  • Prepares agreements and contracts for services used by and/or provided by the division/department. Processes and distributes contract documents for approval.
  • Prepares from text, types, and checks course outlines, curriculum proposals, class schedules, and faculty assignments.
  • Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with the administrator for approval and compliance with work limits.
  • Schedules and assists in the preparation of faculty member and other staff performance evaluations including peer-level evaluations.
  • Records, verifies, codes, and processes faculty, staff, and student or temporary employee timesheets, including information for stipends and other compensable elements.
  • May assist the administrator with the development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
  • May maintain approved budgets, databases, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
  • May train and oversee the work of other staff members or student assistants.
  • May update content to the division’s/departments web and portal pages as approved by the supervisor.
  • Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.
  • 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

Minimum 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 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, querying, and data entry onto custom databases.
  • Requires basic skills in 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.
  • Requires enough human relations skills to work cooperatively with diverse teams, convey technical information, solve problems, exercise sensitivity when dealing with internal and external customers, and convey technical concepts.
Abilities
  • Requires the ability to perform the essential responsibilities and functions of the position.
  • Requires the ability to independently perform all the duties 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 techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions.
  • Requires the ability to prepare spreadsheets, graphs, and charts.
  • Requires the ability to learn and enter, import, and export data to and from databases and college information systems 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 the confidentiality of private and sensitive information.
  • 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.
  • Requires the ability to maintain productive and cooperative working relationships with others.
Physical Abilities
  • 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.
Education and Experience and demonstrated evidence of D.E.I. (Diversity, Equity, Inclusion):
  • 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.
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.
Licenses and Certificates
May require a valid driver's license.

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

Note: (D.E.I.A. - Diversity, Equity, Inclusion, Access)
The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continue to strengthen our efforts around diversity, equity, inclusion, and access. Orange Coast College 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. (Diversity, Equity, Inclusion, Access) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.
  • Orange Coast College - Equity, Diversity, and Inclusion
Conditions of Employment

IN-HOUSE ONLY:

This position is open to internal permanent, short-term, professional experts, and student assistant Coast Community College District (CCCD) employees to apply. External candidates and part-time faculty are not eligible to apply. If you are not a current permanent employee with CCCD, please do not apply at this time.
This is an IN-HOUSE ONLY - 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 needs of the department. 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 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 on July 1 of each year for all classified employees.

Application Requirements:
The deadline to apply is July 8, 2022 . Application materials must be electronically submitted online at http://www.cccd.edu/employment 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).
  • A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).



  • Submit an application online at:
    http://www.cccd.edu/employment

    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.

    Additional Information

    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.
    • The District reserves the right to extend th e deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.
    Employment Information
    • 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 equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.



    The SELECTED CANDIDATE is required to complete the following prior to employment:
    • Provide a Certificate of Tuberculosis Exam for the initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
    • Provide a valid COVID-19 Vaccination card or Vaccination Exemption.
    • 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; AND
    • Participate in a new hire onboarding appointment with an Employment Services Representative.


    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. W e 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, 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.

    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:

    https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

    This direct link 2021 Coast Community College District Annual Security and Fire Safety Report is the 2021 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018, 2019, and 2020 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.

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert