IN-HOUSE ONLY: Administrative Assistant - President's Office (10 months)

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

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 andcommunity 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.

• 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 divisions 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.

• 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 Californias 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 Associates 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 drivers license.

• Work is performed indoors where minimal safety considerations exist.

• 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 Districts strategic diversity goals are strongly encouraged to apply.

TheSELECTED CANDIDATEisrequired 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 candidates 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 toSupplemental 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 Letterhighlighting your experiences relevant to this position and addressing the minimum and essential qualifications including yourdemonstrated evidence of D.E.I.A. (Diversity Equity Inclusion Accessibility). (PDF recommended).
• ACurrent Resumeof professional experience and educational background. (PDF recommended).