Administrative Assistant II

Job description

Definition

Summary:
Performs a variety of technical and complex administrative support duties for a senior-level administrator. Coordinates and performs administrative projects involving research and coordination of data and materials to meet timelines, often involving multiple organization units and outside organizations. Coordinates work flow and support activities for the office and often for programs involving other organization units and grants.

Distinguishing Career Features:
The Administrative Assistant II is part of a multi-level career path encompassing administrative and secretarial support. Administrative Assistants at this level focus on applying secretarial skills typically for a function that is usually comprised of a division having oversight of closely related functions. Advancement to this level of Administrative Assistant is based on need and requires at least two years at and Administrative Assistant I level with a demonstrated ability to serve the senior administrators or higher, whose functions require integrating the services of a variety of departments.

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.

  • Provides support to an executive of a technical and complex nature. Completes work assignments by applying in-depth understanding of the functions and procedures of the division and a basic understanding of the functions and procedures of other divisions.
  • Prepares, organizes, and maintains a variety of comprehensive and confidential files and records. Receives, handles, and stores the confidential, private, and sensitive information pertaining to the assigned executive office and division.
  • Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and District. Interprets and conveys policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.
  • Provides guidance, support, and comprehensive case management to students enrolled in EOPS programs including but not limited to CARE, NextUp, Guardian Scholars and CalWORKs.
  • Assists with conducting outreach activities targeting students eligible for all programs housed in EOPS office including but not limited to CARE, NextUp, Guardian Scholars & CalWORKs. Assists students with enrollment and inputs student data into district systems.
  • Attends meetings and other conferences to stay current on policies and procedures as needed.
  • Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within time lines for projects, activities, and required submissions.
  • Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
  • Assists the executive by preparing multimedia presentations for use in internal, board, and external use.
  • Provides administrative support to special processes such as, but not limited to cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
  • Takes notes, recollections, or transcribes proceedings, including those which are of a confidential or private nature. Prepares from rough drafts or standing instructions a variety of correspondence, reports, and statistical data. Independently composes, and reviews for legality, original correspondence and forms on routine district matters.
  • Prepares board agenda items, agreements, and contracts for services/facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
  • Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.
  • Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
  • Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. May initiate hotel, conference, and travel reservations as directed.
  • Prepares agreements and contracts for services used by and/or provided by the division. Prepares and submits contract documents to get approvals, and distributes executed instruments.
  • Performs special projects as assigned. Conducts research of file libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies.
  • Assists the executive with development of division-level budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for contracts, capital outlay, special projects, and grant-funded activities.
  • Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to assure compliance. Prepares requisitions and claims for reimbursement.
  • Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
  • May assign, prioritize, and review work of other staff and temporary help.
  • Performs other duties as assigned that support the overall objective of the position.
Qualifications and Physical Demands

MINIMUM QUALIFICATIONS
Knowledge and Skills:
The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive receptionist and communications techniques, and letter and report writing. Requires in-depth knowledge of District and divisional operations, policies, procedures, and calendars. Requires a well-developed knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used for decision support, and data entry onto custom databases. Requires working knowledge of and skill at conducting research of education codes and legislation. Requires skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping, including double-entry bookkeeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires well-developed human relations skill to convey executive office purpose, work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts. Requires working knowledge of state-funded programs and resources for socially and economically disadvantaged students. Requires working knowledge of higher education certificate and degree requirements that demonstrated sensitivity to the needs and experienced of historically marginalized population and community college students. Requires a working knowledge of Title V, EOPS, and other related State regulations. Requires knowledge of the social and cultural programs that can enhance student retention.

Abilities: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. Must be able to learn, interpret, explain and apply knowledge of District and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with administrators, parents, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the College and District.
Education and Experience:The position requires an Associate's Degree and five years of progressive administrative, program or project coordination experience, including two years in the equivalent capacity to an Administrative Assistant. A Bachelor's degree may substitute for some experience. Or, any combination of education and experience that would provide the equivalent qualifications for this position.
Licenses and Certificates:
May require a valid driver license.

Physical Abilities
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 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 acceptable rate, operate computer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. May require the ability to lift and/or move objects up to 20 pounds.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.
Conditions of Employment

This is a full time, categorically funded, 12 month per year classified staff position. The normal hours of work are 8:00 a.m. to 5:00 p.m., Monday through Friday. The effective date of employment will be arranged with the supervisor. The District reserves the right to extend, modify, or eliminate this position based upon available funds.
  • 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: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. 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) (Download PDF reader) (Download PDF reader) (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 employment you must submit a COMPLETE application packet. A complete application packet includes:
1. A complete online Classified/Management Employment Application.
2. A current resume (attached as a separate document - PDF recommended).
3. A cover letter highlighting your qualifications for the desired position (attached as a separate document - PDF recommended).
4. 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 put "see resume," N/A, copy and paste your resume, or leave blank).


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.

SELECTION PROCEDURES:

  1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
  2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College. The three colleges offer programs in 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.

 

 

 

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Job No:
Posted: 5/16/2019
Application Due: 5/29/2019
Work Type:
Salary: