TRANSFER ONLY: Administrative Assistant I

TRANSFER ONLY:

This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates are not eligible to apply at this time. If you are not a current transfer candidate with CCCD, please do not apply at this time.

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 Assistant I are qualified to perform all the following, however, will usually specialize in a portion based on supporting academic or business processes.

1. Performs administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions.
2. 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.
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. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines.
4. Provides administrative support to special processes and events including, but not limited to, committees, campus meetings, commencement, advisory boards, and special subject group meetings. Prepares and processes forms, revisions, and final documents to support. Activities may include planning, set-up, vendor agreements, and speaker arrangements.
5. 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.
6. Maintains committee records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
7. Searches, compiles, and organizes business and/or academic data from existing databases or resources, for further use by the supervisor.
8. Receives, handles, and stores private information pertaining to the District, college, or assigned division. Maintains confidentiality of private and sensitive information.
9. Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
10. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May makes hotel, conference, and travel
    
    reservations.
11. Prepares agreements and contracts for services used by and/or provided by the division. Processes and distributes contract documents for approval.
12. Prepares from text, types, and checks course outlines, curriculum proposals, class schedules and faculty assignments.
13. Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with administrator for approval and compliance with work limits.
14. Schedules and assists in the preparation of faculty member and other staff performance evaluations including peer-level evaluations.
15. Records, verifies, codes, and processes faculty, staff, and student or temporary employee timesheets, including information for stipends and other compensable elements.
16. May assist the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
17. May maintain approved budgets, databases, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
18. May train and oversee the work of other staff members or student assistants.
19. May update content to division's web pages as approved by the supervisor.
20. Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.
21. Performs other related duties as assigned that support the objective of the position.
22. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics

Qualifications

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 onto custom databases.

3. Requires basic skill at 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.

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 independently perform all the duties of the position.

3. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.

4. 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.

5. Requires the ability to learn and apply techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions.

6. Requires the ability to prepare spreadsheets, graphs and charts.

7. Requires the ability to learn and enter, import, and export data to and from databases and college information systems within a reasonable time frame.

8. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.

9. Requires the ability to maintain confidentiality of private and sensitive information.

10. 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.

11. Requires the ability to maintain productive and cooperative working relationships with

others.

Physical Abilities

1. 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.

2. Essential functions will vary by position.

3. 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.

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.

Note: 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. The Coast Community College District 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.

Education and Experience

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.

Licenses and Certificates

May require a valid driver's license.

Working Conditions

Work is performed indoors where minimal safety considerations exist

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

TRANSFER ONLY:

This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates are not eligible to apply at this time. If you are not a current transfer candidate with CCCD, please do not apply at this time.

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.

This is a 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 department's needs. 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: (Download PDF reader)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 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 July 1 of each year for all classified employees. Application Requirements:

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).

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

• Note: 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.

Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space 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 .eduEmails must clearly indicate the job you are applying to and your full name.

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 the 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 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 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; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) 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. We 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 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 (For more information on Title IX click here)

The 2025 Coast Community College District Annual Security and Fire Safety (Download PDF reader) provides the crime statistics for calendar years 2022, 2023, and 2024, which 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 obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.

Title IX & Sex Discrimination

Comprehensive Medical, Dental and Vision

We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's Anthem Blue Cross PPO plan as well as three HMO's, Blue Shield Access Plus, Blue Shield TRIO, and Kaiser Permanente. We also provide District-paid dental and vision insurance.

Benefits are available to regular permanent employees working 20 or more hours per week. Benefits are not available to employees working less than 20 hours per week, temporary, hourly, or other short-term employees.

District-paid Life Insurance

The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by VOYA. This district-paid benefit is equal to one time your annual salary and remains in effect until age 70. At age 70, your benefit is reduced to half.

District-paid Disability Benefits

Coast Community College District provides both a short-term disability benefit and long-term disability benefit to employees working 20 or more hours per week who are unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans

A variety of voluntary plans are offered through the Coast Community College District to benefits-eligible employees such as Health and Dependent Care Flexible Spending Accounts, MetLife (Hyatt) Legal Plan, and other Section 125 compliant insurance plans.

Enrich Your Profession

Professional Development Programs The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves

Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate

The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel

Vacation - Classified employees earn vacation days commensurate with years of service. Confidential, Educational Administrators, and Classified Managers earn 22 days of vacation each fiscal year. Accrued vacation is prorated for all employee categories working less than full-time.

Sick Leave - All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your CalPERS or CalSTRS retirement pension benefit.

Holidays - The Coast Community College District observes 22 paid holidays per year.

Jury Duty, Bereavement, Military Leave - Coast Community College District grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations

Pension Plans - The Coast Community College District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in the Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.

Medical Benefits After Retirement - It is the policy of the Coast Community College District that contract employees, who retire from the District at age 60 or older and with fifteen or more years of service, be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement plan is available to retirees and their spouses after age 70.

Annuities - The Coast Community College District maintains a program whereby qualified employees may request through Payroll to have a portion of their salary deposited to a 403b tax-sheltered annuity plan or an approved 457 deferred compensation plan.

Schools First Federal Credit Union - The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.