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Job ID: 96716

Staff Assistant- Public Affairs, District Office
Coast Community College District

  • Sep. 8, 2017
  • Staff Assistant- Public Affairs, District Office
  • Coast Community College District
    Costa Mesa, CA
    United States
  • Open until filled
  • Available immediately
  • Classified Staff
  • Communications/Public Relations
    Administrative Support/Services
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DEFINITION: This series consists of four classes responsible for performing general administrative and specialized work in support of an administrator or in the supervision of an organizational unit or function, some of which may include clerical duties.

Under the direction of the District Director of Public Affairs, Marketing and Government Relations, coordinate the schedule, meeting agendas and minutes, grant management, and administrative systems for the District Public Affairs Department and District Foundation; provide administrative support for the Director and Public Affairs Coordinator; perform specialized technical and general administrative work requiring the use of independent judgment; perform other related duties as assigned.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

* Provide leadership in maintaining and organizing the meeting schedule for the Director and meetings associated with the operations of the Public Affairs Department     
* Create agendas, materials, refreshments, and supplies for meetings if necessary for Director and Public Affairs Department support staff when needed     
* Establish strategic planning schedule of duties for special events and annual activities led by the Public Affairs Department     
* Coordinate research and support materials needed for internal and external communication or outreach efforts     
* Develop creative and innovative ideas for themes of annual events or new projects and execute effectively with support of Public Affairs Department Staff     
* Assist in maintaining and organizing files for marketing vendors, reimbursements, purchase orders, and foundation requests.      
* Coordinate the planning, organizing, and implementation of the meetings and activities for the District Foundation, which will include direct mail, membership drives, special events, newsletters, email communication and other communications, and assistance in the management of the volunteer board of directors.     
* Coordinate contact with the offices of local Chambers of Commerce, City Councils and other regulatory agencies that have an interest in the economic, social, and educational impact that the District and its Colleges have on the local communities.     
* Assist in the research of viable funding opportunities in the form of grants and fundraising campaigns that can help in generating revenue for the District Foundation.     
* Assist in the coordination and support of Foundation activities and special events.      
* Assist in providing staff support to the District Foundation Board of Directors by attending board meetings, staffing committees, giving presentations, and representing the director when necessary.      
* Assist in the preparation of budgets and financial reports relating to the activities of the Foundation Board, annual giving efforts, and special events.      
* Assist in the preparation of brochures, the Foundation Annual Report, campaign materials, and direct mail materials.     
* Provide administrative and technical support of the Director, the Foundation Board, and stakeholders in support of fundraising and donor development activities.     
* Set-up and attend, as required a variety of meetings and take minutes when necessary.     
* Monitor appropriate deadline and alert Director of Public Affairs as it relates to foundation scholarships, audit dates, and reporting guidelines related to the integrity of maintaining the 501c3 status.

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