Administrative Assistant - President's Office (10 months)

(ON-CAMPUS - in-person position)

THE COLLEGE - About Orange Coast College

Orange Coast College (OCC) engages in a wide range of collaborative efforts aimed at fostering a culture of educational excellence and inclusivity. With a commitment to providing high-quality academic programs and student-centered support services, OCC creates an environment where all students can thrive. As a diverse and globally-minded institution, the college takes pride in initiatives that empower student communities by promoting cultural synergy across departments, including the Office of Student Equity, the Global Engagement Center, and the Multicultural Center.

OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American, Native American, and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units, further enhancing the student experience.

Orange Coast College Employee-Student Demographic Information

Direct Link: Employee / Student Profile Comparison Dashboard

The administrative assistant position in the Office of the President is essential in providing comprehensive administrative support to multiple departments, such as the Academic Senate, Classified Senate, the Office of Institutional Research and Planning (IRP)-particularly with respect to all administrative tasks related to institutional planning-, the Office of Public Information and Community Relations, assisting with key administrative functions related to communications and community engagement, and the Office of the President, assisting with administrative functions related to the operation of the executive office. The role ensures the effective operation of core governance bodies and supports critical institutional decision-making, compliance, planning, and community outreach efforts.

ABOUT THE DISTRICT

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. 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. 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.

• Orange Coast College - Diversity, Equity, Inclusion, and Accessibility Page
• Orange Coast College - Diversity, Equity, Inclusion, & Accessibility Plan (DEIA)

Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative students, employees, and community populations. We currently enroll 17,102 students, the majority of whom are from racially minoritized populations: 36% of OCC's students are Latinx, 2% are African-American, 25% are Asian, less than 1% are Native American, 29% are White, and 5% are multiracial.

• 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 rough drafts or instructions for a variety of materials such as letters, memoranda, reports, and statistical data. Composes original correspondence and forms on routine department matters.
• Research 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 the onboarding 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.
• Research and may reconcile expenditures and initiate 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 on the 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.

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 into 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 and reports.
• 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.

• 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 process payroll transactions.
• Requires the ability to prepare spreadsheets, graphs, and charts.
• Requires the ability to learn about basic budgeting and 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.
• Requires the ability to maintain productive and cooperative working relationships with
  others.

• 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 nteractive 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.

• The position requires one year of post-secondary education in a business profession and three years of experience in an administrative support capacity. An Associate's degree is preferred and will substitute for some experience.
• Or, any combination of education and experience that would provide the required equivalent qualifications for the position.

• Evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students. (California Code of Regulations Title 5 53022; Education Code Section 87360; Coast Community College District EEO Plan)

• May require a valid driver's license.

• Work is performed indoors, where minimal safety considerations exist.

• 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.

• 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.

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

• 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 before the first day of employment)
• Present original documents for proof of eligibility to work in the United States.
• Participate in a new hire onboarding appointment with an Employment Services Representative.

• 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, Accessibility). (PDF recommended).
• A Current Resume of professional experience and educational background. (PDF recommended).

Apply online at http://www.cccd.edu/employment

Reasonable Accommodations

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or email at accommodation@cccd.edu.

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 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.