Salary: $73,846.54 - $99,560.45 Annually
Location : Coastline College - Newport Beach Campus, CA
Job Type: Classified Staff
Job Number: C-008-27
Division: Coastline Community College
Opening Date: 09/29/2026
Closing Date: 10/1/2026 11:59 PM Pacific

Definition
(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.

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
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
Administrative Assistant I are qualified to perform all the following, however, will usually specialize in a portion based on supporting academic or business processes.

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 (keyboards) 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 and Physical Demands

Qualifications
Knowledge and Skills
1. 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.
2. 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 onto custom databases.
3. Requires basic skill at facilitating small group problem-solving processes.
4. Requires enough math skills to perform financial, numeric, and other record keeping.
5. Requires enough knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
6. 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
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to independently perform all the duties of the position.
3. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.
4. 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.
5. Requires the ability to learn and apply techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions.
6. Requires the ability to prepare spreadsheets, graphs and charts.
7. Requires the ability to learn and enter, import, and export data to and from databases and college information systems within a reasonable time frame.
8. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
9. Requires the ability to maintain confidentiality of private and sensitive information.
10. Requires the 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.
11. Requires the ability to maintain productive and cooperative working relationships with
others.

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.

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.

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.

Licenses and Certificates
May require a valid driver's license.

Working Conditions
Work is performed indoors where minimal safety considerations exist

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.
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.

Conditions of Employment
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. 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 d