Staff Aide - Foundation Office

Location
Costa Mesa, California
Salary
$47,484.00 - $57,780.00 Annually
Posted
Mar 07, 2017
Ref
O-029-17
Employment Type
Full Time
Institution Type
Community College

Orange Coast College

 

Staff Aide - Foundation Office

Job# O-029-17

Salary: $47,484.00 - $57,780.00 Annually

Deadline: 3/21/2017

 

Full job description and application available at: www.cccd.edu/employment. Please click on OPEN POSITIONS located in the menu bar on the left, then select your desired jobs category to access list of open positions.

 

Definition

Under the direction of the immediate assigned supervisor, perform general administrative and complex clerical duties at a paraprofessional level of limited scope and difficulty in direct support of assigned organizational or program unit.

 

DISTINGUISHING CHARACTERISTICS:

The Staff Aide classification performs general administrative work at a paraprofessional level involving limited scope and difficulty. Work assignments are initially defined and subject to review as to progress and results.

Assignments may gradually increase in difficulty and responsibility. The Staff Specialist classification performs general administrative and technical work with increased independent judgment and actions. Parameters of work are generally defined, but methods and procedures to be followed may be independently derived subject to higher level review. The Staff Assistant classification performs a variety of coordinating, editing and analytical functions of increased complexity where assigned. Parameters are broadly defined and independent judgment is consistent with increased level of complexity of duties and responsibilities. The Staff Assistant, Senior classification performs specialized technical and general administrative work requiring in- depth analysis of complex independent administrative, academic, business or student programs. This classification analyzes problems of varying levels of difficulty; assignments are described in terms of desired objectives of results rather than in method and procedures.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

• Work closely with Foundation Office staff, assist in the solicitation, collection and tracking of donations for the annual scholarship fund.

• Perform a wide variety of administrative staff duties and assist office staff and managers with scheduling, maintaining calendars of events and meetings, foundation procedures, office organization, space, equipment and materials.

• Verify, maintain and update a variety of records for the Foundation Office.

• Act as a liaison with various campus and District departments and staff to answer questions, provide assistance, clarification, and/or any additional information related to Foundation, contributions and scholarships.

• Monitor and audit accounts, and reports for the Foundation; identify, analyze and report discrepancies and/or errors; notify manager of necessary corrections and adjustments to be made; follow up on problems and make recommended corrections and adjustments as directed.

• Work closely with Foundation staff, coordinate in the preparation and distribution of materials for a variety of meetings and follow through with forms and reports for use by the Foundation and college personnel as well as the Board of Trustees as required by state and federal policies and procedures.

• Prepare, track and maintain accurate records, journal and budget entries; conduct necessary research regarding budgeting, operations and fiscal activities as they relate to the Foundation Office for reporting purposes; process direct pay requests from college departments related to Foundation Office budgets.

• Assist with planning and implementation of Foundation activities and special events as well as the Scholarship and Awards ceremony and Graduation ceremony.

• Assist college and Foundation personnel regarding assigned projects and make recommendations based on findings.

• Verify, maintain and update a variety of records for the Foundation Office.

• Gather and compile data to create and maintain reports with graphic, pictorial and tabular formats for written and/or oral presentations.

• Assist  with administrative operations; may direct the work of hourly and student personnel.

• Create various documents such as letters, reports, statistical tables and administrative forms.

• Prepare, compile and distribute various reports utilizing a variety of source data.

• Provide information relating to sources of funding, department procedures and campus policies governing the assigned area operations.

• Participate in various administrative activities which are specific to the assigned area and special projects.

• Participate in meetings, record decisions and track action items; follow up with appropriate personnel as required.

• Ensure proper maintenance of filing system; apply archiving policies and procedures as they pertain to the requirements of the assigned area.

• Perform other related duties as assigned.

 

MINIMUM QUALIFICATIONS

Knowledge of:

• Running queries using software applications specifically designated to Fundraising.

• Standard office equipment and procedures, including ability to use computers for word processing, reporting, record keeping and other typical office/clerical tasks.

• Applicable federal, state and District regulations..

• English usage, spelling, grammar and punctuation.

• Business math and simple statistics.

• Principles of recordkeeping.

• Basic administrative practices.

• Basic technical and administrative principles, practices, and procedures of the assigned organizational/program unit.

• Organizational principles and relationships.

• Fundamental data collection methods.

• Microsoft Office: Word, Excel, Outlook, Power Point, etc.

 

Ability to:

Read, understand, analyze, and apply complex written materials.

• Type at an acceptable rate of speed

• Gather, compile and analyze data.

• Write/compose from recordings/dictation.

• Use word and data processing software in the course of assigned work.

• Make accurate observations and obtain objective information.

• Make detailed and accurate calculations.

• Prepare and present reports in tabular, written, graphic, pictorial and oral form.

• Plan and organize work to meet deadlines.

• Understand and carry out oral and written instructions.

• Plan, organize and complete clearly defined assignments with minimal supervision.

• Observe and solve problems of organization and management systems recommend solutions.

• Conduct research projects of moderate difficulty with clearly defined parameters.

• Administer an assigned program which is limited in scope and well defined.

• Establish and maintain effective relationships with those contacted in the course of work.

• Understand and apply policies and procedures, including applicable federal and state regulations.

• Demonstrate a sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

 

Education and Experience:

Completion of at least one year college level course work.

Minimum of two years' progressively responsible administrative support or clerical experience.

Or, any combination of education and experience that would provide the required qualifications.

 

Desirable Qualifications:

Knowledge of fundraising software.

Knowledge of composition and report writing.

Bilingual in Vietnamese or Spanish

 

Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday; some flexibility to work occasional evenings and weekend hours is required to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

 

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 comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)

The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

 

PAY PHILOSOPHY: 

All movement on the salary schedule will occur July 1 of each year for all classified employees.

 

Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310 (Download PDF reader)) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

 

APPLICATION REQUIREMENTS:  To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

 

A complete Coast Community College District Online Employment Application.

A current resume (as a separate attachment - PDF recommended).

A cover letter (as a separate attachment - PDF recommended).

Answers to all supplemental questions (please provide clear, thorough 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, or put "see resume" or "N/A").

Submission of all required application information and materials is the responsibility of the applicant.

 

APPLICATION PROCEDURES:

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.

 

Information for TDD users is available by calling (714) 438-4755.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

 

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

 

Disability Accommodations:

If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

 

Coast Community College District is an Equal Opportunity Employer