Administrative Assistant - President's Office (10 months)

Definition


Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Administrative Assistant under the Executive Services Wing, as part of the Office of the President.

THE COLLEGE -

Orange Coast College's 164-acre campus is located in Costa Mesa, just minutes from Southern California's beautiful beaches, with its main campus in Costa Mesa and a campus in Newport Beach (Waterfront Campus). Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning. The College promotes student development, learning, and equitable outcomes by fostering a respectful, inclusive, caring, and participatory campus climate of student engagement and academic inquiry. Ideal candidates for this position will share OCC's dedication to transforming lives through education, with a strong commitment to serving a diverse and vibrant student population. We currently enroll 17,859 students, the majority of whom are from racially minoritized populations: 38% of OCC's students are Latinx, 2% are African-American, 23% are Asian, less than 1% are Native American, 29% are White, and 6% are multiracial. As a designated Hispanic-Serving Institution (HSI) and an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI), Orange Coast College reflects the dynamic diversity in the region.

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

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THE DEPARTMENT:

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

The Coast Community College District is a multi-college district that includes , , and . 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. The Coast Community College District values diversity, equity, inclusion, access, and anti-racism by creating a culture of inclusive excellence that uplifts employees and students through an environment that is equitable, diverse, inclusive, and accessible.

COMMITMENT TO EQUITY & IMPACT
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 building an inclusive culture and atmosphere of belonging. We will be actively listening, assessing, and evaluating for this throughout each stage of the application, recruitment, and interview process.

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.

Summary
Administrative Assistants perform specialized administrative support duties for administrative projects, workflow, and support activities for an office and related functions.


Distinguishing Career Features
Administrative Assistants require the ability to provide administrative support requiring competencies such as, but not limited to, the ability to carry out projects that involve data from other departments and sites, and research and gather for reports and special studies. The Administrative Assistant classification also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting.

The Administrative Assistant is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant I is based on need, requires compliance with the job qualifications and the ability to provide support to administrative committees, official proceedings, and processes requiring a higher level of specialization and reporting relationship and provide varied and difficult support to business and academic processes, usually reporting to a senior level administrator and coordinating work flow among other support staff.

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

1. 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.
2. 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.
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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May make travel reservations.
11. 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.
12. 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.
13. Maintains department-approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.
14. 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.
15. May collect cash, reconcile, and balance departmental financial accounts.
16. May update content on the division's web pages as approved by the supervisor.
17. Performs other related duties as assigned that support the objective of the position.
18. Required to abide by all District policies and procedures, including Board Policy 3050 - Code of Professional Ethics.

Qualifications and Physical Demands

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 into custom databases.
3. Requires basic skills in 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 and reports.
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 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 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.
4. 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.
5. Requires the ability to prepare spreadsheets, graphs, and charts.
6. 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.
7. Requires the ability to maintain confidentiality of private and sensitive information.
8. Requires the ability to communicate with parents, students, staff, and the public using patience and courtesy, and in a manner t