Administrative Assistant to the Vice President (Instruction)

Coast Community College District • Fountain Valley, CA

1d • Onsite

About The Position

Coastline College, established in 1976 as the first campus-free college in the United States, offers online, correspondence, and in-person courses. The college is dedicated to guiding diverse student populations toward associate degrees and certificates for career advancement, personal empowerment, and transfer. Coastline emphasizes meeting students where they are by providing innovative instruction and services to achieve equitable outcomes and create opportunities for student success. The college celebrates diversity and seeks candidates whose professional experience and service advance anti-racism, anti-oppression, equity, and social justice, contributing positively to the College's mission and vision. Successful candidates will share the vision of helping all students achieve their educational goals, regardless of background or preparation, and will have experiences that foster an understanding of traditionally underrepresented racial minority communities.

Requirements

• Extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive 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.
• Enough math skills to perform financial and statistical record keeping, including double entry bookkeeping.
• Enough 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.
• Associate’s Degree and five years of progressive administrative experience.
• Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
• Possess authorization to work in the United States.
• Must possess a valid driver’s license.

Nice To Haves

• Demonstrated ability to manage multiple high-priority projects, deadlines, and competing demands while maintaining exceptional attention to detail, accuracy, and confidentiality.
• Ability to anticipate the operational and administrative needs of executive leadership and proactively coordinate activities, communications, and resources to ensure timely completion of priorities.
• Strong written and verbal communication skills, including the ability to independently draft, edit, proofread, and format professional correspondence, reports, presentations, board materials, and other executive-level documents.
• Demonstrated proficiency with office productivity software, collaboration platforms, enterprise systems, databases, and budget-tracking tools, including the ability to learn and adapt to new technologies.
• Experience coordinating complex calendars, meetings, events, travel arrangements, and governance processes involving multiple stakeholders and competing priorities.
• Ability to exercise sound judgment, discretion, diplomacy, and professionalism when handling confidential, sensitive, or politically nuanced matters.
• Demonstrated customer service skills and the ability to build and maintain effective working relationships with faculty, staff, administrators, students, community members, and external partners.
• Ability to independently research, analyze, organize, and synthesize information from multiple sources to prepare reports, recommendations, and supporting documentation.
• Experience supporting budget development, fiscal monitoring, contract administration, purchasing processes, and related record-keeping activities.
• Ability to coordinate communication and workflow across multiple departments and organizational units to support institutional goals and executive initiatives.
• Demonstrated adaptability and responsiveness in a dynamic environment, including the ability to utilize multiple communication methods and technologies to support executive operations and maintain timely communication with stakeholders.
• A Bachelor’s degree may substitute for some experience.

Responsibilities

• Provides support to a vice president 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 pertaining to the assigned executive office and division.
• Responds to inquiries and conveys technical policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.
• 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, 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.
• Processes contract documents for approval 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.
• 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 related 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.

Benefits

• The Coast Community College District delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree