Administrative Assistant II - (STEM / PRESS Programs)

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Administrative Assistant II - (STEM / PRESS Programs)

Salary

$41,514.28 - $55,969.73 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-002-19

Division

Orange Coast College

Department

IS/Math&Sci

Opening Date

06/21/2018

Closing Date

7/5/2018 11:59 PM Pacific

Definition

Summary:
 Performs a variety of technical and complex administrative support duties for a senior-level administrator.  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 work flow and support activities for the office and often for programs involving other organization units and grants.
 
Distinguishing Career Features:
 The Administrative Assistant II is part of a multi-level career path encompassing administrative and secretarial support.  Administrative Assistants at this level focus on applying secretarial skills typically for a function that is usually comprised of a division having oversight of closely related functions.  Advancement to this level of Administrative Assistant is based on need and requires at least two years at and Administrative Assistant I level with a demonstrated ability to serve the senior administrators or higher, whose functions require integrating the services of a variety of departments. 
 
Essential Duties and Responsibilities:
 Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties.

  • Provides support to an executive 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. 
  • 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.  
  • Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and District.  Interprets and conveys policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.  
  • Organizes, balances, prioritizes, and performs administrative support duties, in the PRESS and STEM program anticipating business and academic calendars and cycles.  Establishes and works within time lines for projects, activities, and required submissions in the PRESS and STEM program. 
  • Coordinates the administrative aspects of a stem Center by assisting with the development of a strategic plan in conjunction with the Academic Deans for the PRESS and STEM programs; provides support in the assessment and maintenance of the STEM Center. 
  • Assists the executive by preparing multimedia presentations for use in internal, board, and external use; updates website with information as requested. 
  • 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. 
  • 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. 
  • 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. 
  • Prepares reports for internal and external use.  Sets up deadlines for other work units to submit information. 
  • Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators. 
  • 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. 
  • Prepares agreements and contracts for services used by and/or provided by the division.  Prepares and submits contract documents to get approvals, and distributes executed instruments. 
  • 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. 
  • 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. 
  • Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to assure compliance.  Prepares requisitions and claims for reimbursement. 
  • Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics.  Prepares reports for state and local agency requirements. 
  • May assign, prioritize, and review work of other staff and temporary help. 
  • Performs other duties as assigned that support the overall objective of the position.

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 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 equivalent 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 computers and peripheral equipment, accomplish other desktop work, and to move to various campus 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 the ability to retrieve work materials from overhead, waist, and ground level files.  Requires manual and finger dexterity to write, use a pointing device and keyboard at an acceptable rate, operate computer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. May require the ability to lift and/or move objects up to 20 pounds.

Conditions of Employment

This is a regular, full-time, 36-hour per week, 10-month per year, categorically funded position to be renewed annually dependent on funding, classified position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday, with the flexibility to work weekends, evenings and early mornings when necessary to meet the demands of the department.

  • 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.

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

Additional Information

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) 438-4714.
 
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:

  1. A complete online Classified/Management Employment Application.
  2. A current resume. (Attached as a separate document.)
  3. A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  4. 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").
 
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.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
 
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

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
Describe a new project for which you provided leadership and oversight and describe significant transferable skills that were vital for programming success.
02
Outline 3 characteristics or values you possess that make you an effective program leader.
03
What metrics and tools have you used to measure achievement in program goals?
04
Provide a specific situation from a previous project you led that displays your ability to collaborate, problem solve, and effectively communicate with a diverse group of individuals that includes managers, staff, faculty, and/or students.
05
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A complete online Classified/Management Employment Application. 2. A current resume. (Attached as a separate document.) 3. A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.) 4. 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").
  • Yes
  • No

Required Question

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