Staff Assistant- Public Affairs, District Office

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Staff Assistant- Public Affairs, District Office

Salary

$53,184.96 - $64,823.76 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

D-017-18

Division

District Office

Department

Public Information

Opening Date

09/07/2017

Closing Date

9/21/2017 11:59 PM Pacific

Definition

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:

  1. Provide leadership in maintaining and organizing the meeting schedule for the Director and meetings associated with the operations of the Public Affairs Department
  2. Create agendas, materials, refreshments, and supplies for meetings if necessary for Director and Public Affairs Department support staff when needed
  3. Establish strategic planning schedule of duties for special events and annual activities led by the Public Affairs Department
  4. Coordinate research and support materials needed for internal and external communication or outreach efforts
  5. Develop creative and innovative ideas for themes of annual events or new projects and execute effectively with support of Public Affairs Department Staff
  6. Assist in maintaining and organizing files for marketing vendors, reimbursements, purchase orders, and foundation requests.   
  7. 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.
  8. 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.
  9. 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.
  10. Assist in the coordination and support of Foundation activities and special events. 
  11. 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. 
  12. Assist in the preparation of budgets and financial reports relating to the activities of the Foundation Board, annual giving efforts, and special events. 
  13. Assist in the preparation of brochures, the Foundation Annual Report, campaign materials, and direct mail materials.
  14. Provide administrative and technical support of the Director, the Foundation Board, and stakeholders in support of fundraising and donor development activities.
  15. Set-up and attend, as required a variety of meetings and take minutes when necessary.
  16. 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.  

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS
 
Knowledge of:
 

  1. Modern office equipment and procedures, including ability to use a variety of computer software applications, including database programs for record keeping and reporting, and advanced word processing techniques, and use of email and the Internet for information retrieval and communications.
  2. Business math and simple statistics.
  3. Specialized technical and administrative principles, practices, and procedures of the assigned administrative function.
  4. Fundamental research and data collection methods.
  5. English usage, spelling, grammar, and punctuation.
 
Ability to:
 
  1. Perform paraprofessional work of moderate difficulty in a specialized administrative area.
  2. Administer an assigned program, which is limited in scope and well defined.
  3. Read, understand, analyze, and apply complex written materials.
  4. Type at an acceptable rate of speed.
  5. Understand and carry out oral and written instructions.
  6. Plan, organize, and complete clearly defined assignments with limited supervision, while meeting deadlines.
  7. Devise record keeping and reporting systems.
  8. Analyze and solve problems of organization, management systems, and implement solutions.
  9. Establish and maintain effective relationships with those contacted in the course.
 
EDUCATION AND EXPERIENCE: The Staff Assistant is the third level in the series.  The incumbent is required to have at least three years of progressive, responsible work experience with at least two years of overseeing and leading the work of others.  A formal education consistent with the responsibilities assigned is also required. 
  1. Completion of two years of college level course work in related subject areas.
  2. At least three years progressively responsible work experience, providing administrative, secretarial, or technical support in a specialized area, which includes experience accurately recording and transcribing extensive minutes (using shorthand or other method of handwritten note taking).
  3.  Or, any combination of education and experience that would provide the required qualifications.  

Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be 8:00 am to 5:00 pm, 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: Starting salaries for support staff positions begin at Step-1 of the salary range. All movement on the salary schedule will occur July 1 of each year for all classified employees. Salary also subject to 1.56% COLA effective 7/1/17.

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.
A detailed list of physical demands and work environment is on file and will be provided upon request.

Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader)) 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 highlighting your skills and experience relevant to this position (uploaded as a separate attachment - PDF recommended).
  4. Answers to all supplemental 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, 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.

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 completed 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. Clear and detailed responses to all supplemental questions (required for evaluation purposes)
  • Yes
  • No
02
The Public Affairs Department maintains a primary role of overall communication on behalf of the Chancellor, high level executives, and the Board of Trustees that may contain confidential or sensitive information. How would you describe your approach to confidentiality and your strategy to remain unbiased about controversial matters?
03
The Public Affairs Department may have influxes of demanding times, when we are asked to manage several high level projects at once. Can you describe your approach to organization, prioritization, and delegation?
04
In the Public Affairs Department, we often deal with various types of crises. Describe a situation that you define as a crisis. What was your role? What was the outcome?

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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