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).

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

1. Organizes, balances, prioritizes, performs, and may assign administrative support duties, anticipating business and academic calendars and cycles, assessing available staffing and recommending additions or adjustments. Establishes and tracks timelines for projects, activities, and required submissions.
2. Provides administrative support to special processes such as, but not limited to departmental, curriculum, and other instructional committees. Prepares forms, revisions, and final documents to support proceedings.
3. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator.
4. Prepares, edits, and inputs information that supports publication of class schedules. Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes.
5. Creates, verifies, edits, and distributes faculty loading records. Monitors, records, and reviews adjunct faculty loading records with administrator for approval and compliance with work limits. Verifies and calculates full and part-time faculty overload and forwards information to faculty load specialists.
6. Explains policy and procedures to students (prerequisite, petition, registration, holds, add/drop, grade posting). Fields and advises student inquiries related to grade grievances, academic petitions, prerequisite challenges, late registration and independent study contracts. Communication with faculty related to syllabus, textbook, office hours.
7. Monitors class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases. Processes forms with changes to master class schedules. Notifies students and impacted units of schedule changes.
8. Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings, and transcribing confidential evaluations. Tracks and monitors faculty evaluations verifying for completion, and compliance with contract guidelines. Provides clarification to faculty evaluators regarding forms, deadlines, etc.
9. May provide administrative support to special processes such as, but not limited to curriculum and education requirements committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
10. Takes meeting notes and transcribes recollections. Composes from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data. Maintains records and assists in preparing divisional reports by gathering and summarizing information from a variety of sources and posting and maintaining appropriate portal sites.
11. Schedules appointments and arranges meetings for the Dean, Director, and department chairs. Prepares schedules and informs participants, confirming dates and times. May make hotel, conference, and travel reservations.
12. May initiate and prepare board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
13. Performs special projects as assigned. Conducts research of 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.
14. Receives, handles, and stores confidential information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information.
15. Records, verifies, codes, and processes payroll information for faculty, staff, and student or temporary help, including information for stipends, overload, and other compensable elements. Processes contracts for outside contractors.
16. Assists with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets and transaction records, including those for special projects and funds. This includes consultation and advisement for program units with complex operational and personnel processes.
17. Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to assure compliance.
18. Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase order and contractual matters with vendors and other service providers.
19. Trains, assigns, prioritizes, and reviews work of other staff, student and temporary help.
20. Initiates all e-PAFs (electronic Personnel Action Forms). This includes new hires, assignment changes, special faculty assignments and substitute assignments.
21. Reviews and manages of time cards across multiple labor groups with differing pay periods and deadlines, multiple modes of entry (departmental, web time, etc).
22. Provide input and recommendations to administrator concerning administrative timelines, priorities, resource needs and program planning
23. Coordinates information flow from division office to program units to facilitate calculating LHE loads, appropriate use of budget allocations, and implementation of HR and personnel policies. Relays and clarifies processes and procedures to faculty regarding enrollment, resource allocation, conference funding, reimbursements, ARR processes, HR processes, etc.
24. Onboarding of new employees including timecard training, submittal of key requests, approval of book orders, use of material fees, and assistance with roster access.
25. Assists students and general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits etc.
26. May assist the assigned division with accreditation process, self-study elements, documentation and reporting.
27. Tracks submittal of syllabi and book orders for all faculty.
28. Performs other related duties as assigned that support the objective of the position.
29. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Knowledge and Skills

1. The position requires in-depth working knowledge of office practices, procedures, and equipment.
2. Requires a working knowledge of the policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process.
3. Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit.
4. Requires a knowledge of basic budget development, maintenance, and analysis.
5. Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, student information systems, and special applications used by the division.
6. Requires skill at facilitating small group problem- solving processes.
7. Requires sufficient math skills to perform financial and statistical record keeping.
8. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
9. Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
10. Requires sufficient knowledge of educational systems and terminology to advise and direct students to appropriate " next steps".

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 College and department organization operations, programs, functions, special terminology used in academic and student services settings, and faculty labor agreements to relieve a Dean or program director of administrative details.
4. Requires the ability to assist in the implementation of general business and accounting practices for the assigned division.
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 faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit.

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.

Minimum Qualifications: Education, Experience, D.E.I.A

The position typically requires an Associate’s Degree and five years of progressive administrative experience, including two years in the equivalent capacity in an Administrative Support position. A Bachelor’s degree may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

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

• Working knowledge of 3C2A Eligibility Rules, athletic compliance, process academic/athletic tracers, evaluation of transcripts towards 3C2A and NCAA Eligibility.
• Knowledge of ePAF processing: new hires, assignments changes and special assignments
• Ability to work in an extremely fast-paced environment.
• Experience evaluating submitted records, forms and information to determine student eligibility for participation in athletics programs; compiles and distributes reports regarding student/athlete eligibility.
• Experience providing assistance and information about athletic schedules and travel, facilities, budgets, and athletes to coaches and appropriate staff.
• Experience maintaining records related to eligibility, mileage, travel, and sports events; monitors budgets for all sports programs.
• Ability to interpret, apply, and explain applicable State and Conference Athletic Codes and District policies, rules, and regulations related to areas of responsibility, as well as, the admissions and records rules and procedures.
• Ability to assists in regulatory compliance of game management for athletic events. Serves as the college's athletic game manager when necessary.

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.

This recruitment isfor one permanent, full-time classified, 40 hour per week, 12-month per year position. The normal hours of work are Monday through Friday from 7:30am to 4:30pm. The effective date of employment will be arranged with the supervisor.

1. A complete Coast Community College District Online Employment Application.
2. A Current Resume of professional and educational background and experience.
3. A Cover Letter detailing your experience related to the role.
4. 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).

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-117) 

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.

Coast Community College District is an Equal Opportunity EmployerThe 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 2023 Coast Community College District Annual Security and Fire Safety Reportis the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018 - 2022 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.