IN-HOUSE ONLY: Administrative Assistant

Coast Community College District•Costa Mesa, CA

5d•Onsite

About The Position

Orange Coast College is hiring an Administrative Assistant for the College and Community Services Department. This on-campus, in-person position provides administrative and operational support to a division responsible for services including Swap Meet operations, facility rentals, reprographics, the mail room, and related auxiliary services. The position supports the College and Community Services Supervisor and classified and temporary employees with daily administration, scheduling, records management, and communication across teams. These services generate revenue benefiting students and the community. The role also supports administrative work for weekend, evening, and extended-hour operations; coordinates with risk services, security, and first responders; and provides limited liaison support to the campus Recycling Center. The position helps maintain reliable operations, communication among full- and part-time staff, and administrative continuity during hours when permanent staff and students are not ordinarily present. Administrative Assistants perform specialized administrative support for office projects, workflow, and related activities. Work may include researching and preparing reports, reviewing records for compliance and reimbursements, supporting meetings and events, maintaining data and budgets, and coordinating with vendors and internal departments. The position is temporary, special-funded, full-time classified employment, scheduled for 40 hours per week, 12 months per year. Normal hours are Sunday through Thursday, 8:00 a.m. to 5:00 p.m., with occasional evening work as needed.

Requirements

One year of post-secondary education in a business profession and three years of experience in an administrative support capacity, or an equivalent combination of education and experience.
Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students.
In-depth knowledge of office practices, procedures, and equipment, including filing systems and letter and report writing.
Working knowledge of computer software for word processing, spreadsheets, presentation graphics, desktop publishing, data entry, and relevant specialized applications.
Basic skills in facilitating small-group problem-solving processes.
Math skills sufficient for financial, numeric, and other recordkeeping.
Knowledge of English usage, grammar, spelling, and punctuation sufficient to prepare professional correspondence and reports.
Human relations skills to work cooperatively with diverse teams, communicate technical information, solve problems, and interact sensitively with internal and external customers.
Ability to accurately take and transcribe notes or meeting minutes and recollections.
Ability to learn, interpret, explain, and apply District, college, and department organization, operations, programs, terminology, and labor agreements.
Ability to support development processes, monitor calendars and school schedules, interpret budget information, and process payroll transactions.
Ability to prepare spreadsheets, graphs, and charts and learn basic budgeting and District information systems within a reasonable time.
Ability to plan, organize, and prioritize work to meet schedules and timelines.
Ability to maintain confidentiality of private and sensitive information.
Ability to communicate patiently and courteously with parents, students, staff, and the public, and maintain productive working relationships.
Authorization to work in the United States; the District does not sponsor visas.
Regular attendance is an essential job function.
Selected candidate must provide a Certificate of Tuberculosis Exam, complete Live Scan fingerprinting at their own expense, present original work-eligibility documents, and participate in a new-hire onboarding appointment.
A valid driver's license may be required.

Nice To Haves

An Associate's degree; it may substitute for some experience.

Responsibilities

Provide administrative, technical, and logistical support for departmental operations, projects, and activities.
Apply and communicate division and department policies and procedures, referring difficult or sensitive matters to an administrator.
Respond to inquiries and provide information about departmental programs and services.
Research and organize calendars, cycles, deadlines, and timelines for projects, activities, and submissions.
Support or coordinate departmental projects and events, integrating them with ongoing work.
Collect, update, maintain, review, and enter data and files, including records subject to privacy considerations.
Support committees and special meetings; prepare forms and documents, take notes, and prepare meeting recollections.
Prepare letters, memoranda, reports, statistical information, correspondence, and forms from drafts or instructions.
Research and prepare requisitions and claims for reimbursable services, and communicate with vendors and service providers about invoicing, purchasing, and contractual matters.
Assist with personnel transactions, including tracking leave, time and attendance, and hiring part-time and temporary staff; assist with onboarding as needed.
Schedule appointments and meetings, prepare schedules, notify participants, confirm dates and times, and make travel reservations as needed.
Prepare and process agreements, contracts, performance appraisals, proceedings, reports, and other documents for approval.
Assist with budget proposals, maintain budget and transaction records and audit trails, research and reconcile expenditures, and initiate budget changes in coordination with accounting staff.
Collect cash and reconcile and balance departmental financial accounts as needed.
Update division web content as approved by the supervisor.
Support evening, weekend, and extended-hour operations; coordinate with risk services, security, and first responders; and provide limited liaison support to the campus Recycling Center.
Perform other related duties and comply with District policies and procedures, including the Code of Professional Ethics.