Administrative Assistant - School of Nursing

Administrative Assistant

Located in the coastal community of Huntington Beach, Golden West College is regarded as one of the most beautiful campuses in Southern California. The college is highly regarded for academic quality and innovation. In its earliest years, the college was recognized for its pioneering leadership in designing learning-centered programs and services for its student body and continues that tradition to this day.

Golden West College (GWC) has an unwavering commitment to quality education; equitable outcomes; inclusive practices; and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative students, employees, and community populations. Currently, our college enrolls approximately 11,000 students per term; 34.2% are Latinx, 31.8% are Asian, 22.4% are White, 1.8% are African American, 0.5% are Native Hawaiian or Pacific Islander, and 4.8% are multiracial. GWC is an officially designated Hispanic-Serving Institution (HSI) and an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so that we can best serve disproportionately impacted groups.

Summary Administrative Assistants perform specialized administrative support duties to administrative projects, workflow, and support activities for an office and related functions. This position supports the School of Nursing. This position is grant funded, continuation of this position is contingent on funds available in the grant.

The Golden West College School of Nursing's mission is to provide accessible, affordable, and intellectually stimulating education that results in the student's successful completion of the nursing program. The nursing program offers an affordable and accessible pathway to a fulfilling career as a Registered Nurse in a variety of medical and healthcare settings. The School of Nursing program leads to an Associate Degree in Nursing and qualifies the graduate the eligibility to sit for state licensure to become a Registered Nurse.

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 research and gather for reports and special studies. The Administrative Assistant classification also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting. The Administrative Assistant is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant I is based on need, requires compliance with the job qualifications and the ability to provide support to administrative committees, official proceedings, and processes requiring a higher level of specialization and reporting relationship and provide varied and difficult support to business and academic processes, usually reporting to a senior level administrator and coordinating work flow among other support staff.

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

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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 on-boarding of new hire employees.
10. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May make travel reservations.
11. 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.
12. 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.
13. 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.
14. May collect cash, reconcile and balance departmental financial accounts.
15. May update content to division's web pages as approved by the supervisor.
16. Performs other related duties as assigned that support the objective of the position.
17. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Knowledge and Skills 1. 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. 2. Requires a working knowledge of computer- based software programs that support this Administrative Assistant 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 onto custom databases. 3. Requires basic skill at facilitating small group problem-solving processes. 4. Requires enough math skills to perform financial, numeric, and other record keeping. 5. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence and reports. 6. 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 1. Requires the ability to perform the essential responsibilities and functions of the position. 2. Requires the ability to accurately take and transcribe notes and/or meeting minutes/ recollections. 3. 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. 4. 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. 5. Requires the ability to prepare spreadsheets, graphs and charts. 6. 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. 7. Requires the ability to maintain confidentiality of private and sensitive information. 8. 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. 9. Requires the ability to maintain productive and cooperative working relationships with others. Physical Abilities 1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources. 2. Essential functions will vary by position. 3. As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law 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.

IN-HOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with