Definition

• Performs administrative support involving administrative, 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, government agencies, 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. May assist or coordinate on-boarding of new hire employees.
• Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May make 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 department 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 ensure compliance with business practices and regulations.
• May collect cash, reconcile and balance departmental financial accounts.
• May update content to division’s web pages as approved by the supervisor.
• 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.

Qualifications and Physical Demands

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  Knowledge and Skills

• 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 and reports.
• 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.

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  Abilities

• Requires the ability to perform the essential responsibilities and functions 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 knowledge to support 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 District 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, college and District.
• Requires the ability to maintain productive and cooperative working relationships with others.

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  Physical Abilities

• The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
• Essential functions will vary by position.
• As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

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  Education and Experience

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  Licenses and Certificates

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  Working Conditions
  

Conditions of Employment

• A complete Coast Community College District Online Employment Application.
• 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).
• 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).
• A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

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  Note: We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.

Additional Information

• All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
• Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
• Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
• 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.
• During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical.
• Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
• The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.
• The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.
• The campus President will make the final recommendation for employment to the Board of Trustees.
• The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.
• Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.
• The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.

• 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 equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

• 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 United States including a Social Security Card; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.