Administrative Assistant I - Foundation (In-House Only)

Salary: $69,203.58 - $93,300.78 Annually Location : Fountain Valley, CA Job Type: Classified Staff Job Number: C-003-25 Division: Coastline Community College Opening Date: 10/31/2024 Closing Date: 11/14/2024 11:59 PM Pacific Definition 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 Coastline College Coastline College opened in 1976 as the college beyond walls. The institution scheduled classes among storefront locations throughout Orange County, California. Coastline College also introduced distance learning via television, earning multiple Emmys in the process. Over the years, the "college beyond walls" evolved to teach courses both online, as well as remote learning, and in face-to-face classrooms. Coastline College serves approximately 10,000 students, awards over 2,000 degrees and certificates, and transfers over 2,000 students to four-year institutions annually. Coastline College offers two-year associate degrees and certificates. As a designated Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander Serving Institution (AANAPISI), Coastline College reflects the dynamic diversity of the region. By meeting students where they are, Coastline provides innovative instruction and services designed to achieve equitable outcomes. Coastline is committed to creating opportunities for student success. About the position The College seeks to hire a professional who embraces our inclusive practices; and racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share the devotion to educating and improving the lives of our students, employees, and community populations. This classified professional reports to the Director, College Foundation and Community Relations College Mission Statement Coastline College was founded with a vision to reimagine education by offering flexible learning and services that open new avenues for social and economic advancement through the attainment of degrees, certificates, seamless transfers to four-year colleges/universities, and career-focused competencies. As a proud Hispanic Serving Institution (HSI), Asian American, Native American, Pacific Islander Serving Institution (AANAPISI), and Minority Serving Institution (MSI), we embrace diversity, equity, inclusion, social justice, accessibility, and antiracism as core aspects of our identity and mission. We strive to empower students to become discerning, empathetic, and impactful contributors to a global society. By meeting students where they are, Coastline is committed to delivering innovative and holistic instruction and services, designed to achieve equitable outcomes. Summary Plans, organizes, researches and coordinates the activities of the college Foundation. Works collaboratively with the Foundation Director, Board of Directors, executives, staff and external organizations, and/or individuals to identify broad-band fundraising opportunities that align with the college's and Foundations missions, visions and strategic plans. Distinguishing Career Features The Administrative Assistant I - Foundation is part of a multi-level career path for administrative support. Advancement to Administrative Assistant I - Foundation 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. The Administrative Assistant I - Foundation is a professional contributor requiring the ability to source, develop, identify and create strategic activities to support the Foundation fund raising efforts to meet and secure commitments that meet the college's institutional priorities. The Administrative Assistant I - Foundation demonstrates the ability to research, discover, coordinate, facilitate and prepare fund raising proposals. 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: Assists the Director with coordinating planning, organizing and implementation of operations and activities of the Foundation, which includes fund raising, major and corporate gifts, planned giving and staff to the Foundation Board of Directors. Sits on various college-wide committees. Coordinates Foundation activities and events, interface with business and community organizations to promote the college and Foundation. Represents the Foundation at various campus and community functions and Chambers of Commerce. Writes and submits select grants, and solicitates and acquires Gifts in Kind. Researches new broad-based fundraising opportunities available through private and corporate foundations, individuals and corporations, for the Director and Board of Directors. Assists in the planning, organizing, and implementing Foundation activities and events including, but not limited to recognition venues, capital campaigns, fund raising efforts, major individual and corporate gifts, and planned giving. Assists with and participates in the development, cultivation, and implementation of strategies and activities to support the college fundraising plans, campaigns, programs, scholarships, endowments and Foundation operational needs. Provides analysis of fundraising events to assist with future Foundation fundraising and promotional events. Responds to inquiries and conveys information about the college Foundation and services provided by the Foundation and college. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator. Provides support to Foundation research studies to identify donor proclivity and resources. Analyzes trends in gift giving opportunities. Maintains up-to-date knowledge and awareness of fundraising opportunities and trends. Researches expanded opportunities from existing, new, and potential donors, and scholarship providers. Organizes work by researching and setting up business and Foundation event cycles, establishes and updates/maintains deadlines and/or timelines for projects, activities, and required reporting processes. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines. Provides support to the Foundation Director, Board of Directors and its auxiliaries, by preparing forms, revisions, documents and financial analysis to support their planning and implementation of activities. Researches, compiles, analyzes, and organizes business and/or Foundation endowment data from existing databases or resources, for further use by the Director and Board of Directors. Represents the college Foundation at community and donor events. Maintains ongoing interactions with current and potential scholarship donors and works with donors to establish scholarship criteria. Participates in short and long-range strategic planning activities to create and implement donor relationships, goals and objectives in preparation for fund raising activities and community events. Assists the Director in researching, identifying and advancing an ongoing program of donor identification, cultivation, solicitation and recognition. Assists in recruiting Foundation Board member(s), as needed. Develops and maintains an up-to-date network of contacts and organizations to enhance fund raising and events, as well as community development events. Develops and formats templates for regular communications to donors and fund raising partnerships that offer up-to-date information. Maintains necessary records, files, reports, and resource materials pertinent to the college Foundation office activities. Assists in preparing and monitoring the approved annual operating budget for the Foundation. On behalf of the Director, reviews financial reports (prepared by the Foundation Controller) and budget reports for accuracy. 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 Qualifications Knowledge and Skills The position requires in-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, telephone techniques, and letter and report writing. Requires a working knowledge of fundraising activities, outreach, and endowment gifts and fundraising principles. Requires specialized knowledge of, civic, federal, state, local, and other governmental policies and regulations related to philanthropy. Requires knowledge of and skill of preparing proposals that connect process with outcomes. Requires well-developed knowledge of and skill at using computerized applications such as those for office productivity, fundraising, web-based research and web site administration. Requires knowledge of budget procedures, proper cash handling and internal control procedures. Requires the knowledge of development of mailing lists. Requires advanced knowledge of and skill at oral and written English to prepare professional correspondence, presentations, and compelling grant proposals. Requires sufficient math skills to prepare cost-benefit analyses, to perform financial, numeric, and other record keeping. Requires well-developed human relations skills to be persuasive in introductions and presentations to outside individuals and group. Requires a working knowledge of Family Education Rights Privacy Act (FERPA) policies and procedures. Requires a working knowledge of the Fundraising Code of Ethical Standards (AFP). Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient 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 develop, establish, and implement annual goals and objectives to meet deadlines. Requires the ability to develop and maintain productive relationships with college staff, community members, media representatives and co-workers. Requires the ability to plan and organize one's own work and the work of others. Requires the ability to direct and prepare professional correspondence and other fundraising communications and promotional materials. Requires the ability demonstrate sound judgement and creativity in the application and interpretation of events, situations, rules and regulations. Requires the ability to train and provide direction to others and to organize and manage multiple projects. Requires the ability to prepare clear and concise statistical and narrative reports, correspondence, technical and promotional materials. Requires the ability to develop and maintain records, files, and computerized record keeping systems. Requires the ability to work cooperatively and productively with others. Requires the ability to communicate effectively with volunteers, donors, community members, faculty, staff, students, and the public. Requires the ability to interpret simple to complex procedures, rules and regulations related to department functions. Requires the ability to present and promote the Foundation to the staff and public in an effective and professional manner. Requires the ability to exercise independent judgment; perceive, assess, and determine reasonable course of action in work relationships and progress development. 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 typically requires an Associate's degree and two (2) years of progressive administrative experience. May accept one year of post-secondary education with four (4) years employment experience in a fund raising or related field. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. 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 Require a valid driver 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.S.A.A. - Diversity, Equity, Inclusion, Social Justice, 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.S.A.A. (Diversity, Equity, Inclusion, Social Justice, Accessibility and Anti-Racism) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. 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. Note: 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. This is a permanent, general funded, full-time, 12-months per year classified staff position. 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 dependents and life insurance for the employee. (Salary Schedule: EE-117) 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 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: A complete Coast Community College District Online Employment Application. 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). 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.S.A.A. (Diversity, Equity, Inclusion, Social Justice, Accessibility and Anti-Racism). (upload as a separate attachment - PDF recommended). A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended). Submit an application online at: 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.S.A.A. (Diversity, Equity, Inclusion, Social Justice, Accessibility and Anti-Racism) 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 Emails must clearly indicate the job you are applying to and your full name. Additional Information 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 practical. 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 ...

Created: 2024-11-05