Administrative Secretary - Science, Technology, Engineering & Math (STEM)
DefinitionAbout Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC's has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS). The Department of Education grant which funds this position is part of our work as a minority-serving institution.
Performs specialized secretarial and administrative support duties typically for the Title V Grant OCC STEM Academy under the supervision of the Project Director. Provides support to administrative projects, workflow, and support activities for STEM Grant and related functions.
Distinguishing Career Features
The Administrative Secretary is part of a multi-level career path for general clerical, secretarial, and administrative support. Administrative Secretaries typically report to a department head, senior professional, or designee, and require the ability to provide secretarial and clerical support, requiring competencies such as and 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 Secretary also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting. Advancement to 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 an executive and coordinating workflow among other support staff.
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
- Performs administrative support involving secretarial, 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.
- 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 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.
- Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Makes 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 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 assure compliance with business practices and regulations.
- May update content to STEM web pages as approved by the supervisor.
- Performs other related duties as assigned that support the objective of the position.
Knowledge and Skills:
The position requires in-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, receptionist and telephone techniques, 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 sufficient math skills to perform financial, numeric, and other record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient 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.
Requires the ability to independently perform all of 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 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 curriculum 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 College 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 and College. 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/secretarial capacity. An Associate's degree is preferred and will substitute for some experience. Or, any combination of education and experience that would provide the required qualifications.
Licenses and Certificates:
May require a valid driver license.
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various office/campus locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires the ability to retrieve work materials from overhead, waist, and ground level files. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate a computer, and to operate other standardized office equipment requiring repetitive motions. Ability to lift up to 25 pounds.
Work is performed indoors where minimal safety considerations exist.
Conditions of Employment This is a temporary, categorically funded, full-time, 12-months per year classified position. The position will be renewed annually for up to 5 years. The normal hours of work will be 8:00 a.m. to 5:00 p.m., Monday through Friday. 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.
The deadline to apply is 11:59 p.m., April 26, 2019. Application materials must be electronically submitted online at http://www.cccd.edu/employment. Incomplete applications and application materials submitted by mail will not be considered. Additional Information Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://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.
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.
To be considered for employment you must submit a complete application packet. A complete application packet includes:
- A complete online Classified/Management Employment Application.
- A current resume. (Attached as a separate document.)
- A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
- Answers to Supplemental Questions. (clear and detailed responses required 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", or leave blank).
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. If you do not know an answer, please indicate so, but do not leave any space blank.
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 [email protected]. Emails must clearly indicate the job you are applying to and your name.
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.
The Coast Community College District is a multi-college district that includes Coastline
Community College, Golden West College, and Orange Coast College. The three collegesoffer programs in a transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.