TRANSFER: Administrative Assistant to the Vice President of Instruction (TRANSFER ONLY)
TRANSFER: Administrative Assistant to the Vice President of Instruction (TRANSFER ONLY)
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$ 76172 - 102696
1 Vacancy
Job Description
Definition
(ONCAMPUS inperson position)
TRANSFER ONLY:This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates arenot eligibleto apply at this time. If you are not a current transfer candidate with CCCD please do not apply at this time.About Golden West College
D.E.I.A Diversity Equity Inclusion and Accessibility
At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students employees and community populations. Please visit the links below to learn more information about GWC:
- Mission Vison and Values
- GWC Vision 2030 Comprehensive Master Plan
- GWC EmployeeStudent Demographics
- Student Equity and Achievement Program
SummaryPerforms a variety of technical and complex administrative support duties for a Vice President.
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 FeaturesAdministrative Assistants at this level focus on applying services typically for a division having oversight of closely related functions.
The Administrative Assistant to the Vice President is part of a multilevel career path encompassing administrative support. Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant level with a demonstrated ability to serve the executives e.g. Vice Presidents or higher whose functions require integrating the services of a variety of departments.Essential Duties and ResponsibilitiesSpecific duties may vary among departments divisions and jobs. Incumbents typically perform a substantial portion or all the following types of duties as assigned:1. Provides support to a vice president of a technical and complex nature. Completes work assignments by applying indepth 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 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 district 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 routinetodifficult 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. Processes contract documents for approval 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 divisionlevel 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 grantfunded 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. 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 temporary help.
19. Performs other related 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 communications techniques and letter and report writing.
2. Requires indepth knowledge of District college and divisional operations policies procedures and calendars. Requires a welldeveloped knowledge of and skill at using personal computerbased 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.
4. Requires working knowledge of and skill at conducting research of education codes and legislation.
5. Requires skill at facilitating problemsolving processes.
6. Requires enough math skills to perform financial and statistical record keeping including double entry bookkeeping.
7. Requires enough knowledge of proper English usage grammar spelling and punctuation to prepare professional correspondence.
8. Requires welldeveloped 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.
Abilities1. 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 division organization operations programs functions special terminology used in the organization unit to relieve an administrator of a variety of administrative details.
4. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.
5. Requires the ability to prepare spreadsheets graphs and charts and enter import and export data to and from databases.
6. Requires the ability to plan organize and prioritize work in order to meet schedules and timelines.
7. Requires the ability to communicate with administrators parents students staff and the community using patience and courtesy and in a manner that reflects positively on the College and DistrictPhysical Abilities1. 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 Californias 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 lawMinimum Qualifications:Education Experience D.E.I.AThe position requires an Associates Degree and five years of progressive administrative experience. Or any combination of education and experience which would provide the required equivalent qualifications for the position.
A Bachelors degree may substitute for some experience.
ANDDemonstrated 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 equityminded practice within the classroom and campus.Licenses and CertificatesMay require a valid driver license.Working ConditionsWork is performed indoors where minimal safety considerations exist.Conditions of Employment
- TRANSFER ONLY:This position is open to interested transfer candidates at Coast Community College District (CCCD) employees to apply. Internal & External candidates are not eligibleto apply at this time. If you are not a current transfer candidate with CCCD please do not apply at this time.
This is a TRANSFER ONLY regular fulltime 12 month per year classified position.The normal hours of work are 8:00 a.m. to 5:00 p.m. Monday through Friday. Hours will vary and may include nights and/or weekends in order to meet the needs of the department. The effective date of employment will be arranged with the supervisor.ATTENTION: Before applying please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) (Download PDF reader) (Download PDF reader) to check if your application may be impacted. Additionallyapplicants 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. If you have any questions please contact HR Recruitment ator.
Application RequirementsTo be considered for employment you must submit a complete application packet at by the application deadline:11:59 pm Thursday May 15 2025.
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.
- A Current Resumeof professional and educational background and experience.
- A Cover Letterdetailing your experience related to the role.
- Detailed responses to all Supplemental questions.
Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing or by calling 714.438.4716.
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. (Salary Range EE119)Benefits
This position is eligible for the following benefits. Please visit the benefits tab above for additional information.
- Generous medical dental vision and life insurance plans for employees and dependents
- 21 paid holidays
- Cumulative sick leave
- Paid vacation
- Longevity salary programs
- PERS/STRS retirement plans
- Deferred compensation/457 plans
- Employee Assistance Program
The SELECTED CANDIDATEis 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 candidates 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.
Additional Information
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 arecommitted 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 multicollege district that includesCoastline Community CollegeGolden West CollegeandOrange Coast College.
Coast Community College District Title IX:
direct link2024 Coast Community College District Annual Security and Fire Safety Report(Download PDF reader)is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar yearswere 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.
Required Experience:
Chief
Employment Type
Full-Time
