Administrative Assistant to the Vice President of Student Services (IN-HOUSE ONLY)

Coast Community College District; Huntington Beach (CA); On-site; USD 40,000 - 80,000; Full time

Job summary

An established educational institution seeks a dedicated Administrative Assistant to support the Vice President. This role involves performing complex administrative duties, managing confidential information, and coordinating various projects. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to communicate effectively with diverse teams. Join a vibrant community committed to equity and inclusion, where your contributions will help shape the future of education for thousands of students.

Benefits

Generous medical, dental, and vision insurance

21 paid holidays

Cumulative sick leave

Paid vacation

Longevity salary programs

Retirement plans

Deferred compensation plans

Employee Assistance Program

Qualifications

• 5 years of progressive administrative experience required.
• Strong knowledge of office practices and procedures necessary.

Responsibilities

• Provide complex administrative support to the Vice President.
• Coordinate workflow and manage confidential files and records.

Skills

Administrative Support

Organizational Skills

Communication Skills

Research Skills

Problem-Solving Skills

Time Management

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Office Suite

Database Management Software

Job description

(ON-CAMPUS - in-person position)

IN-HOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. 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 Golden West College

Located in beautiful Huntington Beach, California, Golden West College is a two-year college, serving over 10,500 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI).

D.E.I.A - Diversity, Equity, Inclusion and Accessibility

At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC:

• Mission, Vison and Values
• GWC Vision 2030 Comprehensive Master Plan
• GWC Employee-Student Demographics
• Student Equity and Achievement Program

Summary

Performs a variety of technical and complex administrative support duties for a Vice President.

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 workflow and support activities for the office and often for programs involving other organization units and grants.

Distinguishing Career Features

Administrative Assistants at this level focus on applying services typically for a division having oversight of closely related functions.

The Administrative Assistant to the Vice President is part of a multi-level career path encompassing administrative support. Advancement to this level of Administrative Assistant is based on need and requires at least two years at an Administrative Assistant level with a demonstrated ability to serve the executives, e.g., Vice Presidents or higher, whose functions require integrating the services of a variety of departments.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned:

1. Provides support to a vice president 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.
2. 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.
3. Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit, college, and District. Interprets and conveys policies and procedures, referring and briefing extremely difficult or sensitive matters to the appropriate administrator.
4. Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
5. Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
6. Assists the executive by preparing multimedia presentations for use in internal, board, and external use
7. 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.
8. 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.
9. 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.
10. Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.
11. Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
12. 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.
13. Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.
14. 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.
15. 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.
16. Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.
17. Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
18. May assign, prioritize, and review work of other staff and temporary help.
19. Performs other related duties as assigned that support the objective of the position.
20. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Knowledge and Skills
1. The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive communications techniques, and letter and report writing.
2. Requires in-depth knowledge of District, college 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.
4. Requires working knowledge of and skill at conducting research of education codes and legislation.
5. Requires skill at facilitating problem-solving processes.
6. Requires enough math skills to perform financial and statistical record keeping, including double entry bookkeeping.
7. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
8. 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.

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.
3. Requires the ability to learn, interpret, explain and apply knowledge of District, college and division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.
4. Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.
5. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
6. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
7. 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

Physical Abilities

1. 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.
2. Essential functions will vary by position.
3. 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

Minimum Qualifications:Education, Experience, D.E.I.A

The position requires an Associate’s Degree and five years of progressive administrative experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
A Bachelor’s degree may substitute for some experience.

AND

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 and campus.

Licenses and Certificates

May require a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

IN-HOUSE ONLY: This position is open to internal (permanent and temporary) Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.

This is an IN-HOUSE ONLY, regular, full-time, 12 month per year classified position.The normal hours of work are 8:00 a.m. to 5:00 p.m., Monday through Friday. Hours will vary and may include nights and/or weekends in order to meet the needs of the department. The effective date of employment will be arranged with the supervisor.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) (Download PDF reader) (Download PDF reader) to check if your application may be impacted. Additionally,applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. 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 at http://www.cccd.edu/employment by the application deadline:11:59 pm, Thursday, May 29, 2025.

Incomplete applications, application materials submitted by mail and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

A complete application packet includes:

1. A complete Coast Community College District Online Employment Application.
2. A Current Resumeof professional and educational background and experience.
3. A Cover Letterdetailing your experience related to the role.
4. Detailed responses to all Supplemental questions.

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing [e-mail] or by calling 714.438.4716.

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.(Salary Range EE-119)

Benefits

This position is eligible for the following benefits. Please visit the benefits tab above for additional information.

• Generous medical, dental, vision and life insurance plans for employees and dependents
• 21 paid holidays
• Cumulative sick leave
• Paid vacation
• Longevity salary programs
• PERS/STRS retirement plans
• Deferred compensation/457 plans
• Employee Assistance Program

The SELECTED CANDIDATEis required to complete the following prior to employment:

• 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; AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.

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. We arecommitted 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.The Coast Community College District is a multi-college district that includesCoastline, Community College,Golden West College,andOrange Coast College.

Coast Community College District Title IX:

https://prod.cccd.edu/employees/hr/title9/index.html

This direct link2024 Coast Community College District Annual Security and Fire Safety Report(Download PDF reader)is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018 - 2021 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 provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.