Staff Assistant- Public Affairs, District Office

Costa Mesa, California
$53,184.96 - $64,823.76 Annually
Sep 11, 2017
Institution Type
Community College

Coast Community College District


Staff Assistant- Public Affairs, District Office

Job# D-017-18

Salary: $53,184.96 - $64,823.76 Annually

Deadline:  9/21/2017


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DEFINITION:  This series consists of four classes responsible for performing general administrative and specialized work in support of an administrator or in the supervision of an organizational unit or function, some of which may include clerical duties.


Under the direction of the District Director of Public Affairs, Marketing and Government Relations, coordinate the schedule, meeting agendas and minutes, grant management, and administrative systems for the District Public Affairs Department and District Foundation; provide administrative support for the Director and Public Affairs Coordinator; perform specialized technical and general administrative work requiring the use of independent judgment; perform other related duties as assigned.


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

• Provide leadership in maintaining and organizing the meeting schedule for the Director and meetings associated with the operations of the Public Affairs Department

• Create agendas, materials, refreshments, and supplies for meetings if necessary for Director and Public Affairs Department support staff when needed

• Establish strategic planning schedule of duties for special events and annual activities led by the Public Affairs Department

• Coordinate research and support materials needed for internal and external communication or outreach efforts

• Develop creative and innovative ideas for themes of annual events or new projects and execute effectively with support of Public Affairs Department Staff

• Assist in maintaining and organizing files for marketing vendors, reimbursements, purchase orders, and foundation requests.   

• Coordinate the planning, organizing, and implementation of the meetings and activities for the District Foundation, which will include direct mail, membership drives, special events, newsletters, email communication and other communications, and assistance in the management of the volunteer board of directors.

• Coordinate contact with the offices of local Chambers of Commerce, City Councils and other regulatory agencies that have an interest in the economic, social, and educational impact that the District and its Colleges have on the local communities.

• Assist in the research of viable funding opportunities in the form of grants and fundraising campaigns that can help in generating revenue for the District Foundation.

• Assist in the coordination and support of Foundation activities and special events. 

• Assist in providing staff support to the District Foundation Board of Directors by attending board meetings, staffing committees, giving presentations, and representing the director when necessary. 

• Assist in the preparation of budgets and financial reports relating to the activities of the Foundation Board, annual giving efforts, and special events. 

• Assist in the preparation of brochures, the Foundation Annual Report, campaign materials, and direct mail materials.

• Provide administrative and technical support of the Director, the Foundation Board, and stakeholders in support of fundraising and donor development activities.

• Set-up and attend, as required a variety of meetings and take minutes when necessary.

• Monitor appropriate deadline and alert Director of Public Affairs as it relates to foundation scholarships, audit dates, and reporting guidelines related to the integrity of maintaining the 501c3 status.  




Knowledge of:

• Modern office equipment and procedures, including ability to use a variety of computer software applications, including database programs for record keeping and reporting, and advanced word processing techniques, and use of email and the Internet for information retrieval and communications.

• Business math and simple statistics.

• Specialized technical and administrative principles, practices, and procedures of the assigned administrative function.

• Fundamental research and data collection methods.

• English usage, spelling, grammar, and punctuation.


Ability to:

• Perform paraprofessional work of moderate difficulty in a specialized administrative area.

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

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

• Type at an acceptable rate of speed.

• Understand and carry out oral and written instructions.

• Plan, organize, and complete clearly defined assignments with limited supervision, while meeting deadlines.

• Devise record keeping and reporting systems.

• Analyze and solve problems of organization, management systems, and implement solutions.

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


EDUCATION AND EXPERIENCE: The Staff Assistant is the third level in the series.  The incumbent is required to have at least three years of progressive, responsible work experience with at least two years of overseeing and leading the work of others.  A formal education consistent with the responsibilities assigned is also required. 

1. Completion of two years of college level course work in related subject areas.

2. At least three years progressively responsible work experience, providing administrative, secretarial, or technical support in a specialized area, which includes experience accurately recording and transcribing extensive minutes (using shorthand or other method of handwritten note taking).

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


Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be 8:00 am to 5:00 pm, Monday through Friday, with some flexibility 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: Starting salaries for support staff positions begin at Step-1 of the salary range. All movement on the salary schedule will occur July 1 of each year for all classified employees. Salary also subject to 1.56% COLA effective 7/1/17.



• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Coast Community College District is an Equal Opportunity Employer