IN-HOUSE ONLY: Administrative Assistant

Coast Community College District; Costa Mesa (CA); On-site; USD 48,000 - 60,000; Full time

Job summary

Orange Coast College seeks an Administrative Assistant for the College & Community Services division. This on-campus, in-person role supports administrative operations, scheduling, and cross-team communication to ensure smooth daily workflows and student services.

The successful candidate will perform data entry, maintain records, and assist with special projects, budgets, and event coordination, contributing to efficient service delivery for the college and community.

Qualifications

• One year of post-secondary education in a business profession and three years of administrative support experience.
• Associate degree preferred and may substitute for some experience.

Responsibilities

• Performs administrative support involving administrative, technical, and logistics services.
• Interprets and conveys policies and procedures, and handles inquiries for programs and services.
• Organizes work by researching and setting up calendars and cycles with deadlines.
• Provides support to departmental projects and events, integrating with ongoing work routines.
• Collects, updates, and maintains data and files while ensuring privacy.
• Prepares documents for meetings, correspondence, and reports, and supports budget processes.

Skills

Administrative support

Data entry

Communication

Records management

Education

Post-secondary education in business

Associate's degree preferred

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.

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 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 onboarding 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.

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 into custom databases.
• Requires basic skills in 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.

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.

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.

Education and Experience

• The position requires one year of post-secondary education in a business profession and three years of experience in an administrative support capacity.
  • An Associate's degree is preferred and will substitute for some experience.
• Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

AND

• Evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students. (California Code of Regulations Title 553022; Education Code Section 87360; Coast Community College District EEO Plan)

Licenses and Certificates

• May require a valid driver's license.

Working Conditions

• Work is performed indoors where minimal safety considerations exist.

Employment Information

• To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Submission of all application materials is the responsibility of the applicant. Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
• 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 contact the current or most recent employer and to investigate past employment records of applicants selected for interviews. 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. The College does not return materials submitted in the application for a position.

EQUAL EMPLOYMENT 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 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.

TITLE IX NOTICE TO APPLICANTS

The 2026 Coast Community College District Annual Security and Fire Safety Report provides the crime statistics for calendar years 2023, 2024, and 2025, 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.