Administrative Assistant

Administrative Assistant

Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Administrative Assistant under the Administrative Services Wing, as part of the College and Community Services.

Orange Coast College's 164-acre campus is located in Costa Mesa, just minutes from Southern California's beautiful beaches, with its main campus in Costa Mesa and a campus in Newport Beach (Waterfront Campus). Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning.

OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American, Native American, and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units, further enhancing the student experience.

Ideal candidates for this position will share OCC's dedication to transforming lives through education, with a strong commitment to serving a diverse and vibrant student population.

Summary Administrative Assistants perform specialized administrative support duties to administrative projects, workflow, and support activities for an office and related functions. Distinguishing Career Features Administrative Assistants require the ability to provide administrative support requiring competencies such as, but not limited to, the ability to carry out projects that involve data from other departments and sites, and to research and gather for reports and special studies.

Essential Duties and Responsibilities Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned:

• Performs administrative support involving administrative, technical, and logistics services.
• 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. Projects and events include but are not limited to compliance and performance reporting, enrollment and transfer processes, etc.
• 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 from rough drafts or instructions a variety of materials such as letters, memoranda, reports, and statistical data. Composes original correspondence and forms on routine department matters.
• Researches 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 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.
• Researches and may reconcile expenditures and initiates 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 to 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.

Knowledge and Skills The position requires in-depth knowledge of office practices, procedures, and equipment, including the design and organization of filing systems, and letter and report writing.

Requires a working knowledge of computer-based software programs that support this level of work, including, but not limited to, word processing, spreadsheet, presentation graphics, desktop publishing, special applications used by the organization unit, and data entry into custom databases.

Requires basic skills in facilitating small group problem-solving processes.

Requires enough math skills to perform financial, numeric, and other record-keeping.

Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence and reports.

Requires enough human relations skills to work cooperatively with diverse teams, convey technical information, solve problems, and exercise sensitivity when dealing with internal and external customers, and convey technical concepts.

Abilities Requires the ability to perform the essential responsibilities and functions of the position.

Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.

Requires the ability to learn, interpret, explain, and apply knowledge of District, college, and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details.

Requires the ability to learn and apply knowledge to support development processes, to know recording and monitoring master calendar and school schedules, interpret budget information, and processing payroll transactions.

Requires the ability to prepare spreadsheets, graphs, and charts.

Requires the ability to learn about basic budgeting, and of information systems used by the District within a reasonable time frame. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.

Requires the ability to maintain confidentiality of private and sensitive information.

Requires the ability to communicate with parents, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the department, college, and District.

Requires the ability to maintain productive and cooperative working relationships with others.

Education and Experience The position requires one year of post-secondary education in a business profession and three years of experience in an administrative support capacity. An Associate's degree is preferred and will substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

AND 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.

Licenses and Certificates May require a valid driver's license.

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

Conditions of Employment This is a temporary, special-funded, full-time classified staff, 40-hour-per-week, 12-month-per-year position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Sunday through Thursday, 8:00 am to 5:00 pm, with the flexibility to occasionally work evening hours, when necessary, to meet the needs of the department. The District provides medical, dental, and vision insurance for the employee and eligible dependents, and life insurance for the employee. (Salary Schedule: EE-115) (Download PDF reader) + partial weekend shift differential 2.5%

To be eligible for employment, you must possess authorization to work in the United States. The District does not sponsor visas or take over any established visa sponsorship.

Job offers are conditional and are contingent upon the successful completion of a satisfactory comprehensive background check (including Live Scan fingerprinting), satisfactory references, and approval or ratification by the District's Board of Trustees or the Chancellor.

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