Administrative Assistant to the Vice President

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Administrative Assistant to the Vice President

Salary

$58,082.00 - $78,306.00 Annually

Location

Huntington Beach, CA

Job Type

Classified Staff

Job Number

G-002-19 (G-028-18)

Division

Golden West College

Department

SLAS

Opening Date

04/26/2018

Closing Date

5/9/2018 11:59 PM Pacific

Definition

Under the direction of a Vice President, perform a variety of complex secretarial and administrative assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize the day­-to-­day office activities and coordinate communications, correspondence, meetings, public relations and information for the Vice President.
 
DISTINGUISHING CHARACTERISTICS: The Administrative Assistant to the Vice President provides complex administrative assistant services as the direct support to the Vice President and the coordination of the day-­to-­day operations and special projects of the office of a Vice President. This classification requires thorough knowledge of a specialized administrative wing and College organization, operations, policies and procedures.
 
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

  1. Perform a variety of complex secretarial and administrative assistant duties to relieve the Vice President of a variety of administrative details; plan, coordinate and organize office activities for the Vice President; provide technical input to the Vice President concerning administrative time lines and priorities; assure smooth and efficient office operations, and proper and timely completion of projects and activities.
  2. Serve as primary secretary to the Vice President; coordinate communications, public relations and information for the Vice President; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule, coordinate, arrange, prepare for and distribute information concerning appointments, conferences, meetings, special events and other activities.
  3. Receive visitors, including administrators, staff, faculty and the public; provide information or direction to appropriate staff; evaluate and exercise independent judgment in resolving a variety of complex issues and conflicts; refer difficult issues to the administrator as needed; provide detailed and technical information concerning operations, activities, programs, services, laws, codes, time lines, priorities, processes, regulations, policies and procedures.
  4. Prepare correspondence independently on a variety of matters; compose and type a variety of materials such as inter­office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, publications, official correspondence, notices and proposals; compile, assemble and produce instructional schedules and publications as assigned; review, revise, edit, format and proofread a variety of complex documents and information.
  5. Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for a variety of other administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes.
  6. Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents; compile, prepare and assemble a variety of packets and administrative information as needed.
  7. Perform specialized technical and administrative work requiring independent analysis of complex administrative, academic, business and student programs, services and activities; serve as a liaison and coordinate communications between the Vice President's office and other departments, outside agencies and others regarding division or department activities; assist the Vice President with coordinating personnel, projects and activities.
  8. Perform a variety of clerical accounting duties as required; calculate, prepare and revise accounting and budgetary data; balance, monitor and update accounts and budgets with income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; identify and resolve discrepancies; detect accounting errors and make corrections.
  9. Prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, personnel, budgets, projects, programs, facilities, services, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and federal agencies in accordance with established time lines and requirements as assigned.
  10. Develop, implement and perform special projects and surveys and prepare various forms and reports on behalf of the Vice President; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements.
  11. Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, reports and documents as required; compile, analyze, format and modify computerized data to meet various administrative needs; assure accuracy of input and output data.
  12. Coordinate travel and conference arrangements and reservations for the Vice President as needed; maintain and coordinate the Vice President's calendar; coordinate, arrange, reserve and set up facilities, services, supplies and equipment for various meetings and events as needed; notify appropriate individuals of meetings, appointments, events and related information.
  13. Train and provide work direction and guidance to assigned personnel; assign duties and review work for accuracy and completeness; monitor workflow and adjust activities as needed to complete assignments and projects in a timely manner.
  14. Provide support and back up to other office staff when necessary.
  15. Receive, sort and distribute incoming mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
  16. Maintain appointment, event and activity calendars; receive, review, prepare and process a variety of requests and requisitions.
  17. Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to request and verify data, documents and information as needed; assure timely communications between the Vice President's office and College employees.
  18. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
  19. Develop processes and procedures to enhance efficiency of office programs and operations as directed; assist with implementing program or department plans, policies and procedures; review and update policy manuals with changes; provide related information to College staff; assist with training seminars and workshops as assigned.
  20. Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS

Knowledge and Skills:
The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive receptionist and communications techniques, and letter and report writing.  Requires in-depth knowledge of District and divisional operations, policies, procedures, and calendars.  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.  Requires working knowledge of and skill at conducting research of education codes and legislation.  Requires skill at facilitating problem-solving processes.  Requires sufficient math skills to perform financial and statistical record keeping, including double-entry bookkeeping.  Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. 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:
Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.  Must be able to learn, interpret, explain and apply knowledge of District and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.   Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.  Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. 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.   

Education and Experience:
The position requires an Associate's Degree and five (5) years of progressive secretarial experience, including two years in the equivalent capacity to an Administrative Assistant.  A Bachelor's degree may substitute for some experience.  Or, any combination of education and experience that would provide the required qualifications.
 
Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature.  Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations. Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on conversations in person and over the phone. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate (60 w.p.m. or equivalent with expertise in word processing applications), operate computer, and operate other standardized office equipment, almost constantly requiring repetitive motions. Ability to lift up to 25 pounds.

Conditions of Employment

Working Conditions:
Work is performed indoors where minimal safety considerations exist.

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday, with some flexibility required to meet the needs of the department. The effective date of employment will 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.
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.

Additional Information

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 employment you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Classified/Management Employment Application.
  2. A current resume (attached as a separate document - PDF recommended).
  3. A cover letter highlighting your qualifications for the desired position (attached as a separate document - PDF recommended).
  4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes).

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 highly recommended 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.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A complete Classified/Management Employment Application. 2. A current resume (attached as a separate document - PDF recommended). 3. A cover letter highlighting your qualifications for the desired position (attached as a separate document - PDF recommended). 4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes).
  • Yes
  • No
02
Briefly describe your educational background and the professional experiences that have prepared you for this Administrative Assistant support position.
03
What strategies do you use at work when faced with stressful situations?
04
Please describe your approach to organizing and prioritizing your workload in a busy environment in a way that allows you to maintain flexibility and still meet various deadlines.
05
Please describe your experience working with confidential documents in an open office environment.

Required Question

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Costa Mesa, California, 92626
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714-438-4668
714-438-4714
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