Administrative Assistant to the Vice President (Instruction)

(ON-CAMPUS - In-Person Position)

(ON-SITE - In-Person Position)

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 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.

3. 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.

• Demonstrated ability to manage multiple high-priority projects, deadlines, and competing demands while maintaining exceptional attention to detail, accuracy, and confidentiality.
• Ability to anticipate the operational and administrative needs of executive leadership and proactively coordinate activities, communications, and resources to ensure timely completion of priorities.
• Strong written and verbal communication skills, including the ability to independently draft, edit, proofread, and format professional correspondence, reports, presentations, board materials, and other executive-level documents.
• Demonstrated proficiency with office productivity software, collaboration platforms, enterprise systems, databases, and budget-tracking tools, including the ability to learn and adapt to new technologies.
• Experience coordinating complex calendars, meetings, events, travel arrangements, and governance processes involving multiple stakeholders and competing priorities.
• Ability to exercise sound judgment, discretion, diplomacy, and professionalism when handling confidential, sensitive, or politically nuanced matters.
• Demonstrated customer service skills and the ability to build and maintain effective working relationships with faculty, staff, administrators, students, community members, and external partners.
• Ability to independently research, analyze, organize, and synthesize information from multiple sources to prepare reports, recommendations, and supporting documentation.
• Experience supporting budget development, fiscal monitoring, contract administration, purchasing processes, and related record-keeping activities.
• Ability to coordinate communication and workflow across multiple departments and organizational units to support institutional goals and executive initiatives.
• Demonstrated adaptability and responsiveness in a dynamic environment, including the ability to utilize multiple communication methods and technologies to support executive operations and maintain timely communication with stakeholders.

Education and Experience

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.

May require a valid driver's license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism

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. The Coast Community College District 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 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.

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.

Please note that job offers are conditional and are contingent upon the successful completion of satisfactory comprehensive background check (including Livescan fingerprinting) and satisfactory references, and approval or ratification by the District's Board of Trustees or the Chancellor.

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 the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

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.

Application Requirements:
Application materials must be electronically submitted online at http://www.cccd.edu/employment to be considered for employment.

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. 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).
3. 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).
4. A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

Submit an application online at:
http://www.cccd.edu/employment
Coast Community College District - Human Resources
1370 Adams Avenue, Costa Mesa, CA 92626

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

*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.

Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be emailed to jobs@cccd.edu Emails must clearly indicate the job you are applying to and your full name.

Selection Procedure

• 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.

Employment Information

• 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.

The SELECTED CANDIDATE is 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; (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.

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 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.

The 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.

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. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

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

The 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