Administrative Assistant II - Foundation (TRANSFER ONLY)

Definition



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

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 Orange Coast College (OCC) Foundation is a 501(c)(3) support organization that is committed to transforming student lives by securing and stewarding financial resources that support Orange Coast College scholarships, academic programs, student success, as well as both the Costa Mesa and Newport Beach Waterfront Campuses. The foundation actively engages the community, alumni, and corporate partners to expand educational opportunities through philanthropic giving.

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
Performs a variety of technical and complex administrative support duties for an executive or senior level administrator, such as a Dean or division level director of a large and complex organization, who require integrating the services of a variety of departments. 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
The Administrative Assistant II is part of a multi-level career path encompassing administrative support. Administrative Assistants at this level focus on applying administrative skills typically for a function that is usually comprised of a division having oversight of closely related functions.
Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant I level with a demonstrated ability to serve the senior administrators or higher, whose functions require integrating the services of a variety of departments. Administrative Assistants II supports 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 kinds of duties, as assigned:
1. Provides support to an executive/senior admin 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/or 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
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 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. Prepares and submits contract documents to get approvals 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 with District or college policies and procedures. 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 short term or student assistants.
19. Performs other 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

Knowledge and Skills
1. 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, college
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.
2. Requires working knowledge of and skill at conducting research of education codes and legislation.
3. Requires skill at facilitating problem-solving processes. Requires enough math skills to perform financial and statistical record keeping, including double- entry bookkeeping.
4. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. 5. 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. Must be able 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 a