Administrative Assistant - President's Office (10 months) (IN-HOUSE ONLY)

Coast Community College District•Costa Mesa, CA

2d•Onsite

About The Position

Orange Coast College (OCC) is seeking an equity-minded individual for a classified employee role as an Administrative Assistant in the Office of the President, under the Executive Services Wing. This position provides comprehensive administrative support to multiple departments including the Academic Senate, Classified Senate, the Office of Institutional Research and Planning (IRP), the Office of Public Information and Community Relations, and the Office of the President. The role is crucial for the effective operation of core governance bodies and supports critical institutional decision-making, compliance, planning, and community outreach efforts. The Coast Community College District is committed to diversity, equity, inclusion, access, and anti-racism, fostering a culture of inclusive excellence.

Requirements

One year of post-secondary education in a business profession.
Three years of experience in an administrative support capacity.
Evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students.
Applicants must be authorized to work for ANY employer in the U.S.

Nice To Haves

An Associate’s degree is preferred and will substitute for some experience.

Responsibilities

Performs administrative support involving administrative, technical, and logistics services.
Applies working knowledge of the functions, policies, and procedures of the division/department, as well as those having implications to other functions.
Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator.
Responds to inquiries and conveys information about programs and services provided by the organizational unit.
Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions.
Provides support to, and may coordinate departmental projects and events, integrating them with ongoing work routines.
Collects, updates, and maintains data and files, such as those used in special student programs, and other processes where there are information privacy considerations.
Reviews and enters data using established data entry screens and formats.
Provides administrative support to special processes, including but not limited to committees and special subject group meetings.
Prepares forms, revisions, and final documents to support proceedings.
Takes notes and prepares meeting recollections.
Prepares rough drafts or instructions for a variety of materials such as letters, memoranda, reports, and statistical data.
Composes original correspondence and forms on routine department matters.
Research and may prepare requisitions and claims for reimbursable services.
Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors, government agencies, and other service providers.
Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time and attendance, and employing part-time and temporary staff.
May assist or coordinate the onboarding of new hire employees.
Schedules appointments and arranges meetings.
Prepares schedules and informs participants, confirming dates and times.
May make travel reservations.
Prepares documents on behalf of the administrator, such as but not limited to, agreements and contracts for services, performance appraisals, proceedings, and reports used by and/or provided by the division.
Processes documents for approval.
Assists one or more administrators with developing organization unit budget proposals, maintaining communications with work sections on status, and information needs.
Researches and identifies reimbursable services.
Maintains department-approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.
Research and may reconcile expenditures and initiate budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to ensure compliance with business practices and regulations.
May collect cash, reconcile, and balance departmental financial accounts.
May update content on the division’s web pages as approved by the supervisor.
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.