Administrative Assistant I

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 CCCD, please do not apply at this time.

Performs specialized technical and administrative support services usually for a senior-level administrator or director of a complex organization, such as a department head who has responsibility over multiple sub-functions, or a District-wide service with substantial administrative needs. Coordinates and performs administrative projects, workflow, and support activities for the office and related functions.

The Administrative Assistant I is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant II is possible based on need requires the ability to provide varied and difficult support to business and academic processes usually reporting to a college or District senior-level administrator such as a Dean or Director of a complex organization.

Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

1. Performs administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions.
2. Responds to inquiries and conveys information about programs and services provided by the organizational unit and colleges. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator.
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. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines.
4. Provides administrative support to special processes and events including, but not limited to, committees, campus meetings, commencement, advisory boards, and special subject group meetings. Prepares and processes forms, revisions, and final documents to support.
5. Takes notes and prepares meeting recollections. Types (keyboards) 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.
6. Maintains committee records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
7. Searches, compiles, and organizes business and/or academic data from existing databases or resources, for further use by the supervisor.
8. Receives, handles, and stores private information pertaining to the District, college, or assigned division. Maintains confidentiality of private and sensitive information.
9. Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
10. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May makes hotel, conference, and travel reservations.
11. Prepares agreements and contracts for services used by and/or provided by the division. Processes and distributes contract documents for approval.
12. Prepares from text, types, and checks course outlines, curriculum proposals, class schedules and faculty assignments. Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with administrator for approval and compliance with work limits.
13. Schedules and assists in the preparation of faculty member and other staff performance evaluations including peer-level evaluations.
14. Records, verifies, codes, and processes faculty, staff, and student or temporary employee timesheets, including information for stipends and other compensable elements.
15. May assist the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. May maintain approved budgets, databases, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
16. May train and oversee the work of other staff members or student assistants. May update content to division's web pages as approved by the supervisor. Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.
17. 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

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 onto custom databases. Requires basic skill at 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. 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.

The position requires the ability to perform the essential responsibilities and functions of the position. Requires the ability to independently perform all the duties 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 techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions. Requires the ability to prepare spreadsheets, graphs and charts. Requires the ability to learn and enter, import, and export data to and from databases and college information systems 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 faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the college and District. Requires the ability to maintain productive and cooperative working relationships with others.

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 CCCD, please do not apply at this time.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This is a permanent, general funded, full-time, 12-months per year classified position. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee.

Application materials must be electronically submitted online at http://www.cccd.edu/employment to be considered for employment.

A complete application packet includes:

1. A complete Coast Community College District Online Employment Application.
2. Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).
3. A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access). (upload as a separate attachment - PDF recommended).
4. A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview. Any documents that you are unable to attach can be emailed to jobs@cccd.edu Emails must clearly indicate the job you are applying to and your full name.

The selected candidate is required to complete the following prior to employment:

• Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
• Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment).
• Present original documents for proof of eligibility to work in the