Administrative Assistant I (TRANSFER ONLY)

Coast Community College District; Newport Beach (CA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Life insurance

Job summary

Coastline College is seeking an Administrative Assistant I to provide on-site administrative support within the Special Programs and Services for Students with Disabilities department. You will assist with registration, testing proctoring, data reporting, and coordinating with faculty and staff.

The role requires an Associate Degree and two years of progressive administrative experience, with strong written and verbal communication, confidentiality, and organizational skills.

Qualifications

• Associate Degree required and two years of progressive administrative experience.
• Ability to handle confidential information and sensitive data.
• Strong organizational skills and attention to detail.

Responsibilities

• Provides administrative support to the department and committees.
• Manages calendars, deadlines, and scheduling for projects and events.
• Prepares forms, reports, minutes, and correspondence.
• Maintains records, data and correspondence with discretion.
• Supports budget processes and procurement activities as needed.

Skills

Office management

Communication

Confidentiality

Organization

Team collaboration

Education

Associate Degree

Tools

Word processing

Spreadsheet

Data entry

Web/content updates

Job description

(ON-CAMPUS - In-Person Position)

TRANSFER ONLY: This position is open to active classified employees at Coast Community College District at salary grade EE-117 or higher. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.

About Coastline College

Coastline College opened in 1976 as the first campus-free college in the United States - scattering classes among storefront locations throughout Orange County, California. A few years later, Coastline introduced distance learning via television, earning multiple Emmys in the process. Over the years, the college beyond walls evolved to teach courses both online, as well as remote learning, and in face-to-face classrooms. Coastline guides diverse populations of students toward the attainment of associate degrees and certificates leading to career advancement, personal empowerment, and transfer. By meeting students where they are, Coastline provides innovative instruction and services designed to achieve equitable outcomes. Coastline is committed to creating opportunities for student success.

Department Specifics

Coastline College's Special Programs and Services for Students with Disabilities Department is committed to supporting students with disabilities. The department's mission is to facilitate academic proficiency and independence for students with disabilities by providing accessible, effective, and creative support services in a caring and respectful environment. The department promotes shared responsibility with students, programs, professors and college partners to achieve student success. Students with disabilities are an integral part of the Coastline College community.

The Administrative Assistant I supports the department in a variety of ways. Some examples include assistance with navigating and completing the registration process for students participating in the department's Acquired Brain Injury and Adapted Fitness programs; providing testing proctoring services; providing limited accessible media services for students with disabilities; collecting and maintaining data necessary to prepare a variety of reports for the State Chancellor's Office; and providing faculty and staff support services.

Summary

Performs specialized technical and administrative support services usually for a senior-level administrator or director of a complex organization, such as a department head who has responsibility over multiple sub-functions, or a District-wide service with substantial administrative needs. Coordinates and performs administrative projects, workflow, and support activities for the office and related functions.

Distinguishing Career Features

The Administrative Assistant I requires compliance with the job qualifications and the ability to provide support to committees and proceedings, and processes requiring a higher level of specialization at the college or District-level such as in instruction, student services, business or other functions requiring advanced administrative support. The Administrative Assistant I is part of a multi-level career path for administrative support. Advancement to the next level of Administrative Assistant II is possible based on need requires the ability to provide varied and difficult support to business and academic processes usually reporting to a college or District senior-level administrator such as a Dean or Director of a complex organization. Administrative Assistant II would support committee processes such as curriculum.

Essential Duties and Responsibilities

1. Performs administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions.
2. Responds to inquiries and conveys information about programs and services provided by the organizational unit and colleges. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator.
3. 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. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines.
4. Provides administrative support to special processes and events including, but not limited to, committees, campus meetings, commencement, advisory boards, and special subject group meetings. Prepares and processes forms, revisions, and final documents to support. Activities may include planning, set-up, vendor agreements, and speaker arrangements.
5. Takes notes and prepares meeting recollections. Types 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.
6. Maintains committee records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
7. Searches, compiles, and organizes business and/or academic data from existing databases or resources, for further use by the supervisor.
8. Receives, handles, and stores private information pertaining to the District, college, or assigned division. Maintains confidentiality of private and sensitive information.
9. Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
10. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May makes hotel, conference, and travel reservations.
11. Prepares agreements and contracts for services used by and/or provided by the division. Processes and distributes contract documents for approval.
12. Prepares from text, types, and checks course outlines, curriculum proposals, class schedules and faculty assignments.
13. Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with administrator for approval and compliance with work limits.
14. Schedules and assists in the preparation of faculty member and other staff performance evaluations including peer-level evaluations.
15. Records, verifies, codes, and processes faculty, staff, and student or temporary employee timesheets, including information for stipends and other compensable elements.
16. May assist the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.
17. May maintain approved budgets, databases, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
18. May train and oversee the work of other staff members or student assistants.
19. May update content to division’s web pages as approved by the supervisor.
20. Oversees and may prepare requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers.
21. Performs other related duties as assigned that support the objective of the position.
22. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications

Knowledge and Skills

• In-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, and letter and report writing.
• 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.
• Basic skill at facilitating small group problem-solving processes.
• Enough math skills to perform financial, numeric, and other record keeping.
• Enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
• 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.

Abilities

• Ability to perform the essential responsibilities and functions of the position.
• Ability to independently perform all the duties of the position.
• Ability to accurately take and transcribe notes and/or meeting minutes/recollections.
• 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.
• Ability to learn and apply techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions.
• Ability to prepare spreadsheets, graphs and charts.
• Ability to learn and enter, import, and export data to and from databases and college information systems within a reasonable time frame.
• Ability to plan, organize and prioritize work in order to meet schedules and timelines.
• Ability to maintain confidentiality of private and sensitive information.
• Ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the college and District.
• Ability to maintain productive and cooperative working relationships with others.

Physical Abilities

• 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.

Education and Experience

The position requires knowledge equivalent to an Associate Degree and two years of progressive administrative experience. Alternatively, may accept one year of post-secondary education in a business profession and four years of experience.

Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.

Licenses and Certificates

May require a valid driver's license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

Condition: The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee.

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.

Note: To be eligible for employment, you must possess authorization to work in the United States. The District does not sponsor visas or take over any established visa sponsorship.

This is a TRANSFER (IN-HOUSE) ONLY - permanent, mixed funded (categorically and general funded), full-time, 12-months per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds.

Coast Community College District is an Equal Opportunity Employer

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. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and 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.

Coast Community College District is a multi-college district that includes Coastline 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.

Coast Community College District Title IX

For more information on Title IX click here

https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

2025 Coast Community College District Annual Security and Fire Safety provides the crime statistics for calendar years 2022, 2023, and 2024, which were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.

Title IX & Sex Discrimination

https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx