Definition
(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
About
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:
- 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.
- 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.
- 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.
- 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.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
- Assists the executive by preparing multimedia presentations for use in internal, board, and external use
- 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.
- 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.
- 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.
- Prepares reports for internal and external use. Sets up deadlines for other work units to submit information.
- Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to administrators.
- 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.
- Prepares agreements and contracts for services used by and/or provided by the division. Processes contract documents for approval and distributes executed instruments.
- 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.
- 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.
- 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.
- Compiles periodic analytical reports requiring research, estimates, and presentations that integrate text and presentation graphics. Prepares reports for state and local agency requirements.
- May assign, prioritize, and review work of other staff and temporary help.
- 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.
Qualifications And Physical Demands
Knowledge and Skills
- The position requires extensive knowledge of modern office practices, procedures and equipment, including filing systems, executive communications techniques, and letter and report writing.
- 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.
- Requires working knowledge of and skill at conducting research of education codes and legislation.
- Requires skill at facilitating problem-solving processes.
- Requires enough math skills to perform financial and statistical record keeping, including double entry bookkeeping.
- Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
- 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
- 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 division organization, operations, programs, functions, special terminology used in the organization unit, to relieve an administrator of a variety of administrative details.
- Requires the ability to learn and apply education codes and other policies and rules within a reasonable time.
- Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
- Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
- 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
- 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
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.
Conditions of Employment
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
- A complete Coast Community College District Online Employment Application.
- A Current Resume of professional and educational background and experience.
- A Cover Letter detailing your experience related to the role.
- 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 [email protected] 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 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; AND
- Participate in a new hire onboarding appointment with an Employment Services Representative.
Additional Information
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, Community College, Golden West College, and Orange Coast College.
Coast Community College District Title IX
https://prod.cccd.edu/employees/hr/title9/index.html
This direct link
2024 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.
Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's Anthem Blue Cross PPO plan as well as three HMO's, Blue Shield Access Plus, Blue Shield TRIO, and Kaiser Permanente. We also provide District-paid dental and vision insurance.
Benefits are available to regular permanent employees working 20 or more hours per week. Benefits are not available to employees working less than 20 hours per week, temporary, hourly, or other short-term employees.
District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by VOYA. This district-paid benefit is equal to one time your annual salary and remains in effect until age 70. At age 70, your benefit is reduced to half.
District-paid Disability Benefits
Coast Community College District provides both a short-term disability benefit and long-term disability benefit to employees working 20 or more hours per week who are unable to work because of disability due to illness, injury, or maternity.
Voluntary Plans
A variety of voluntary plans are offered through the Coast Community College District to benefits-eligible employees such as Health and Dependent Care Flexible Spending Accounts, MetLife (Hyatt) Legal Plan, and other Section 125 compliant insurance plans.
Enrich Your Profession
Professional Development Programs The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.
Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.
Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.
Time to Refuel
Vacation - Classified employees earn vacation days commensurate with years of service. Confidential, Educational Administrators, and Classified Managers earn 22 days of vacation each fiscal year. Accrued vacation is prorated for all employee categories working less than full-time.
Sick Leave - All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your CalPERS or CalSTRS retirement pension benefit.
Holidays - The Coast Community College District observes 22 paid holidays per year.
Jury Duty, Bereavement, Military Leave - Coast Community College District grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.
Great Expectations
Pension Plans - The Coast Community College District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in the Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Medical Benefits After Retirement - It is the policy of the Coast Community College District that contract employees, who retire from the District at age 60 or older and with fifteen or more years of service, be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement plan is available to retirees and their spouses after age 70.
Annuities - The Coast Community College District maintains a program whereby qualified employees may request through Payroll to have a portion of their salary deposited to a 403b tax-sheltered annuity plan or an approved 457 deferred compensation plan.
Schools First Federal Credit Union - The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.
01
Golden West College is committed to fostering a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. When responding to the questions below, please provide clear examples with successful outcomes, offer instances where you applied job skills to enhance diversity, equity, and inclusion, as well as your input towards advancing the overall culture at your former workplace. Please confirm Yes to acknowledge that you have read and understand these guidelines.
02
Are you currently employed by the Coast Community College District?
03
Please provide your employee ID#.
04
Describe your experience with researching, evaluating, and verifying a variety of data and information, such as statistical information and summarizing data for reports.
05
Describe your experience working with information of a sensitive nature. This would include examples of maintaining confidentiality, politically sensitive information, or information related to personnel issues in a busy close-knit office.
06
Describe your technical experience. Specifically, how have you automated office functions, utilized software to organize complex materials and data, and generated reports? Describe any of your recent adaptations to new and emerging technologies?
07
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed Coast Community College District Online Employment Application 2. A current Resume (attachment) 3. A Cover Letter (attachment) 4. Detailed responses to supplemental questions (Note: These responses will be screened to determine which candidates are invited to interview.)