Perform specialized technical and administrative work requiring in-depth analysis of complex independent administrative, academic, business, and student programs. Analyzes problems of varying levels of difficulty. Assignments are described in terms of desired objectives of results rather than in method and procedure.

CLASS CHARACTERISTICS:
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 my include clerical duties.

This series is designed to serve as an entrance series into paraprofessional level general administrative work for individuals with training in various administrative specialties or to serve as a career ladder bridge for clerical, secretarial, and other employees of the District who have gained a background in the administrative work of the District through on-the-job-training, generally limited to specific problem areas. Significant aspects of work are reviewed upon completion.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:
a.    Perform a wide variety of administrative staff duties, and assist or support higher level personnel relative to such subjects as budgeting, finance, scheduling, methods and procedures, staff organization, space, equipment and materials utilization allocation and expenditure of funds, contract relations, personnel administration, educational research and development and community/student services.
b.    Conduct research and studies of various operating and fiscal activities and functions of the District as directed.
c.    Gather, compile, and analyze data and prepare reports in graphic, pictorial, tabular, and written form using computers and software.
d.    Contact public agencies, private firms, consultants, speakers, District personnel, and the public to obtain and impart information and data related to business, fiscal, personnel, community/student services or educational matters.
e.    Apply statistical analysis techniques, or with detailed instructions, statistical techniques in analyzing data.
f.    Confer with District personnel regarding assigned projects and may make recommendations based on findings.
g.    Develop record systems and maintain administrative functions.
h.    Conduct surveys and investigations related to personnel, space, equipment, material, utilization and other assignments.
i.    Operate office machines including computers, fax, photocopiers, etc.
j.    Perform a full range of simple to complex administrative functions in support of assigned projects, studies, and programs.
k.    May determine required computer software applications.
l.    All positions within this series are required to lead and direct support staff and student assistants as needed.
m.    May coordinate the assembly, production and maintenance of the instructional schedule and related publications.  Review all instructional publications for content and accuracy.
n.    Assemble, verify, and edit college catalog and other college/district publications developed and used in assigned areas of work.
o.    Coordinate the preparation and distribution of material for a variety of meetings and follow through with forms and reports for use by administration, Board of Trustees or state or federal agencies as may be required.
p.    Support ongoing curriculum review and revision process.
q.    Coordinate the implementation of all curriculum and program changes. Review, edit, and update the curriculum database and maintain curriculum history and college catalog.
r.    May monitor personnel assignments and initiate Personal Action Forms (PAF) to facilitate timely and accurate payment.
s.    Prepare reports related to class section distribution, curriculum changes, etc.
t.    Assist with the preparation of a variety of reports as required.
u.    Assist with training seminars for staff relating to curriculum procedures.
v.    Responsible for the coordination of a specialized organizational unit and the lead responsibility of its staff as may be required.
w.    Provide technical and administrative support to the college curriculum committee.
x.    Prepare agenda and minutes of Curriculum Committee meetings.
y.    Update college catalog based on Curriculum Committee actions.
z.    File program changes with District Office of Educational Services. aa.    As directed, file necessary documents for State approval.
bb.    Maintain the college's inventory of curriculum.
cc.    Update required Taxonomy of Programs and Services (TOPS) as required by law.
dd.    Prepare all necessary curriculum and program information for publication of the college catalog. ee.    Assist college articulation counselor with required notification to transfer institutions.
ff.    Maintain a historical file (electronic) of curriculum actions with changes to programs and graduation requirements.
gg.    Perform other related duties as may be assigned.

 

Knowledge of:
1.    Modern office equipment and procedures, including computers and software.
2.    English usage, spelling, grammar, and punctuation.
3.    Business math and simple statistics.
4.    Principles of recording keeping.
5.    Basic administrative practices.
6.    Administrative survey and reporting techniques.
7.    Specialized technical and administrative principles, practices, and procedures of the assigned administrative related functions.
8.    Organizational principles and relationships.
9.    Systems design and analysis.
10.    Methods and techniques of cost analysis.
11.    Basic technical and administrative practices and procedures of the assigned area.
12.    Fundamental research and data collection methods.
13.    Fundamental organizational principles.

Ability to:
14.    Read, understand, analyze, and apply complex written materials.
15.    Operate a calculator, word processor, and computer terminal.
16.    Type at a rate of 35-50 wpm.
17.    Gather, compile, and analyze data.
18.    Make accurate observations and obtain objective information.
19.    Make detailed and accurate calculations.
20.    Prepare and present reports in tabular, written, graphic, pictorial, and oral form.
21.    Plan and organize work to meet deadlines.
22.    Prepare meeting agendas and minutes.
23.    Understand and carry out oral and written instructions.
24.    Plan, organize and complete clearly defined assignments with minimal supervisory control.
25.    Perform paraprofessional technical work in a specialized administrative area.
26.    Lead/oversee/supervise the work of assigned staff and/or students.
27.    Devise record keeping and reporting systems.
28.    Analyze and solve problems of organizations and management systems to implement solutions.
29.    Independently plan, organize, and complete assignments with a minimal amount of detailed instruction.
30.    Design and conduct research projects of moderate difficulty with clearly defined parameters.
31.    Perform professional work of average difficulty in general or specialized administrative areas, such as finance, personnel, technical and proposal writing, contract administration, communications, educational research and development, and curriculum practices.
32.    Administer an assigned program, which is limited in scope and well defined.
33.    Establish and maintain effective relationships with those contacted in the course of work.
34.    Supervise the work of a specialize staff.

Education/Experience:
The Staff Assistant Senior is the fourth level in this series. The incumbent is expected to have at least four years of progressive, responsible work experience. At least two of those years in a lead capacity. A formal education consistent with level of responsibility is required.

PREFERRED QUALIFICATIONS:
•         Knowledge of Education Code and Title 5 regulations regarding community college curriculum development and maintenance;
•         Experience using software tools or other technology to track curriculum, course information, or other information included in the production of a college catalog.

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT
•    The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
•    The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
•    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is a regular, full time, 12-months per year position. The normal hours of work will be 8:00 a.m. to 5:00 p.m., Monday through Friday; some flexibility to work occasional evenings and weekend hours may be required to meet the needs of the department. The effective date of employment is to be arranged with the supervisor.

• 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 District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy
regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any
questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS: To be considered for this opportunity, you must submit a
COMPLETE application packet. A complete application packet includes:
1. A complete Coast Community College District Online Employment Application.
2. A current resume (uploaded as a separate attachment - PDF recommended).
3. A cover letter (uploaded as a separate attachment - PDF recommended).
4. Answers to all 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").

Submission of all required application information and materials is the responsibility of the applicant.

APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting 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) 438-4714 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.

All applications will be screened under a process of utmost confidentiality by a committee of
representatives from the college community. All application materials become the property of the
Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying. 

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. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human
Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:
1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job
announcement. Please note: Possession of the minimum qualifications does not ensure an
interview. 
2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an
interview with the College/District. Therefore, it is required that applicants submit clear,
detailed responses to all supplemental questions in order to demonstrate his/her qualifications
as related to the position. 
3. 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.

The Coast Community College District is a multi-college district that includes Coastline Community 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. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
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 needs of a changing and increasingly diverse population.

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. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide 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.