Administrative Assistant II - Foundation (TRANSFER ONLY)

Coast Community College District•Costa Mesa, CA

22h•Onsite

About The Position

Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Administrative Assistant II under the Executive Wing, as part of the Foundation Department. This is an ON-CAMPUS, in-person position and is for TRANSFER CCCD CANDIDATES ONLY. OCC's mission is to serve the educational needs of a diverse local and global community, empowering students through high-quality, culturally responsive, and innovative programs. The ideal candidate will share OCC’s dedication to transforming lives through education and serving a diverse student population. The OCC Foundation is a 501(c)(3) support organization committed to securing and stewarding financial resources for scholarships, academic programs, and student success. The Coast Community College District values diversity, equity, inclusion, access, and anti-racism, fostering a culture of inclusive excellence.

Requirements

Extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive receptionist and communications techniques, and letter and report writing.
In-depth knowledge of District, college and divisional operations, policies, procedures, and calendars.
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.
Working knowledge of and skill at conducting research of education codes and legislation.
Skill at facilitating problem-solving processes.
Math skills to perform financial and statistical record keeping, including double-entry bookkeeping.
Knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
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.
Ability to perform the essential responsibilities and functions of the position.
Ability to accurately take and transcribe notes and/or meeting minutes/recollections.
Ability to learn, interpret, explain and apply knowledge of District, college and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.
Ability to learn and apply education codes and other policies and rules within a reasonable time.
Ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
Ability to plan, organize and prioritize work in order to meet schedules and timelines.
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.
Applicants must be authorized to work for ANY employer in the U.S.
Must provide a Certificate of Tuberculosis Exam for initial appointment.
Must have fingerprints taken by a Live Scan computer at the candidate’s expense.
Must present original documents for proof of eligibility to work in the United States.
Must participate in a new hire onboarding appointment with an Employment Services Representative.

Nice To Haves

Experience in Donor Relations, including donor database management, creating stewardship plans and impact reports and coordinating donor events.

Responsibilities

Provides support to an executive/senior admin of a technical and complex nature.
Prepares, organizes, and maintains a variety of comprehensive and confidential files and records.
Receives, handles, and stores confidential, private, and sensitive information.
Responds to inquiries and conveys technical and/or other information about programs and services.
Interprets and conveys policies and procedures.
Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles.
Establishes and works within timelines for projects, activities, and required submissions.
Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
Assists the executive by preparing multimedia presentations for use in internal, board, and external use.
Provides administrative support to special processes such as cross-functional committees, advisory boards, and special interest group meetings.
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 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 ensure compliance with District or college policies and procedures.
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 short term or student assistants.
Performs other duties as assigned that support the objective of the position.
Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.