TRANSFER: Administrative Assistant to the Vice President of Student Services (TRANSFER ONLY) bei Coast Community College District, CA

About the Department

Coastline College

Coastline College, established in 1976 as the nation’s first campus-free college, has evolved from a “college beyond walls” into a leader in online, competency-based, correspondence, and in-person education. Serving diverse student populations, Coastline offers associate degrees and certificates that lead to career advancement, transfer, and personal empowerment. Committed to equity, we meet students where they are, delivering innovative instruction and services to promote success, as reflected in our College mission: 

Mission & Values

We value and respect diversity in all its forms and seek candidates whose professional experience and service advance anti-racism, equity, and social justice. Successful candidates will help all students, regardless of background, achieve their educational goals, particularly those from historically underrepresented communities.

Performs 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 Features

Administrative 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 multi-level 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 Responsibilities

Specific 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 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 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 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. 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 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. 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.

Position Duties

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 in-depth knowledge of District, college and divisional operations, policies, procedures, and calendars.

3. 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. 

4. Requires working knowledge of and skill at conducting research of education codes and legislation. 

5. Requires skill at facilitating problem-solving 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 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. 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 District. 

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.

 Education and Experience

The position requires an Associate’s 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 Bachelor’s degree may substitute for some experience.

May require a valid driver’s license.

 Working Conditions

Work is performed indoors where minimal safety considerations exist.

Minimum Qualifications

Other Qualifications

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://www.cccd.edu/employment.  Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting.  Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4716.
 
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.
 
Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:

• A complete online Classified/Management Employment Application.
• A current resume. (Attached as a separate document.)
• A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
• Answers to Supplemental Questions. (clear and detailed responses required 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, or put "see resume" or "N/A", or leave blank). 

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.