Administrative Assistant

Coast Colleges; Costa Mesa (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Orange Coast College is seeking an Administrative Assistant to join the College & Community Services division on campus in Costa Mesa. The role provides essential administrative and operational support for services such as swap meet operations, facility rentals, reprographics, mail, and related auxiliary services, generating revenue for students and the community.

The position supports the College and Community Services Supervisor and staff, coordinating calendars, records, and cross-team

Qualifications

• Provides administrative support for daily operations and projects.
• Coordinates calendars, meetings, and records with accuracy.
• Ensures effective communication across departments and with external partners.

Responsibilities

• Performs administrative support involving functions, policies, and procedures.
• Interprets and conveys policies to stakeholders. Responds to inquiries and conveys information about programs and services.
• Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and timelines.
• Supports departmental projects and events, integrating them with ongoing work routines; includes reporting.
• Collects, updates, and maintains data and files with privacy considerations; uses data entry screens and formats.
• Provides administrative support to special processes including committees and meetings; prepares forms and reports.
• Takes notes and prepares meeting recollections; drafts letters, memos, and statistical data.

Job description

(ON-CAMPUS - in-person position)

Orange Coast College (OCC) is seeking equity-minded individuals for a classified employee role as an Administrative Assistant under the Administrative Services Wing, as part of the College and Community Services.

THE COLLEGE - About Orange Coast College

Orange Coast College's 164-acre campus is located in Costa Mesa, just minutes from Southern California's beautiful beaches, with its main campus in Costa Mesa and a campus in Newport Beach (Waterfront Campus). Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning. The College promotes student development, learning, and equitable outcomes by fostering a respectful, inclusive, caring, and participatory campus climate of student engagement and academic inquiry. Ideal candidates for this position will share OCC’s dedication to transforming lives through education, with a strong commitment to serving a diverse and vibrant student population. We currently enroll 18,121 students, the majority of whom are from racially minoritized populations: 39% of OCC's students are Latinx, 2% are African-American, 23% are Asian, less than 1% are Native American, 28% are White, and 6% are multiracial. As a designated Hispanic-Serving Institution (HSI) and an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI), Orange Coast College reflects the dynamic diversity in the region.

Orange Coast College (OCC) engages in a wide range of collaborative efforts to foster a culture of educational excellence and inclusivity. With a commitment to providing high-quality academic programs and student-centered support services, OCC creates an environment where all students can thrive. As a diverse and globally-minded institution, the college takes pride in initiatives that empower student communities by promoting cultural synergy across departments, including the Office of Student Equity, the Global Engagement Center, and the Multicultural Center.

OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American, Native American, and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units, further enhancing the student experience.

Orange Coast College Employee-Student Demographic Information

Direct Link: Employee / Student Profile Comparison Dashboard

THE DEPARTMENT: College and Community Services

The administrative assistant position in the College & Community Services Department is essential in providing comprehensive administrative and operational support to a division responsible for planning, organizing, and implementing enterprise- and entrepreneurial-oriented services sponsored by the college, including Swap Meet operations, facility rentals, reprographics, the mail room, and related auxiliary services. The role supports the College and Community Services Supervisor and classified and temporary employees in coordinating daily administrative functions, scheduling, records management, and cross-team communication for routine customer services that generate revenue benefiting students and the community. This position also supports administrative tasks for weekend, evening, and extended-hour operations; coordinates with risk services, security, and first responders; and provides limited liaison support to the campus Recycling Center. The role is essential to ensuring smooth day-to-day operations, effective communication among full- and part-time staff, and reliable administrative continuity for a department that plays a critical function in campus safety response and auxiliary revenue generation during hours when permanent staff and students are not ordinarily present.

ABOUT THE DISTRICT

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. The Coast Community College District values diversity, equity, inclusion, access, and anti-racism by creating a culture of inclusive excellence that uplifts employees and students through an environment that is equitable, diverse, inclusive, and accessible.

COMMITMENT TO EQUITY & IMPACT

The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. Orange Coast College is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on building an inclusive culture and atmosphere of belonging.

• Orange Coast College - Diversity, Equity, Inclusion, and Accessibility Page
• Vision, Mission, Values, and Governance
• Educational Master Plan (2021-2027)

Ideal candidates for this position will share OCC's commitment to transforming lives through education, with a strong commitment to serving a diverse and vibrant student and employee population.

Summary

Administrative Assistants perform specialized administrative support duties to administrative projects, workflow, and support activities for an office and related functions.

Distinguishing Career Features

Administrative Assistants require the ability to provide administrative support requiring competencies such as, but not limited to, the ability to carry out projects that involve data from other departments and sites, and to research and gather for reports and special studies. The Administrative Assistant classification also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting. The Administrative Assistant is part of a multi-level career path for administrative support. Advancement to the next level of 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 relationships, and provides varied and difficult support to business and academic processes, usually reporting to a senior-level administrator and coordinating workflow among other support staff.

Essential Duties and Responsibilities

• 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