Administrative Secretary-Office Coordinator (Welcome Center)

Feb 28, 2017
Institution Type
Community College

Administrative Secretary-Office Coordinator (Welcome Center)

Butte-Glenn Community College

Opening Date/Time:

Closing Date/Time: 3/27/2017 4:00 PM Pacific

Salary: Not Displayed

Job Type:

Location: Main Campus, CA

Department: Student Services


Full-time 40 hours per week, 12 months per year
CSEA - Range 27; $3,672.93 per month

Under the direction of an administrator, performs a variety of highly complex administrative secretarial responsibilities which require the use of independent judgment and a high level of confidentiality; assists with complex administrative matters; coordinates, oversees and directs office coverage and activities; directs and trains office staff; delegates, assigns and reviews work; assures effective and efficient office operations; supports a wide variety of projects involving District programs and inter-organizational relations; maintains a positive image of the District throughout the community; performs related work as required.


  1. Coordinates the enrollment, registration, expenses, facilities, procedures, communication, and fees for the College Connection program.
  2. Coordinates the enrollment, registration and communication for the Concurrent Enrollment process.
  3. Coordinates and makes international travel and conference arrangements; submits conference expense/travel claims for payments.
  4. Tracks and reports international student fees as part of the development of the international budget.
  5. Coordinates the communication, expenses, facilities, and classroom visitations for the Reg2Go Program.

Representative Duties:

REPRESENTATIVE DUTIES: The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *.

  1. Organizes, coordinates, directs and oversees the activities of an assigned office to assure efficient and effective operations; delegates, assigns and reviews work; provides input on classified performance evaluations; coordinates communications; reconciles departmental timesheets; assists the assigned administrator(s) with administrative matters anticipating business needs and cycles; applies a high level of confidentiality, responsibility and judgment*
  2. Performs a variety of duties independently in support of functions delegated to assigned administrator(s), including the coordination of activities with the public, outside communities, and state and outside agencies; interprets and applies federal, state, and District rules and regulations as appropriate*
  3. Maintains current budget information utilizing a variety of spreadsheets; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; may collect, post, deposit and distribute various money; reconciles deposits with reports; maintains expense records, creates asset statements, records assets; prepares information for yearly audit and responds to audit findings*
  4. Acts as key contact and remains current on departmental issues, complaints, situations and/or conditions of special interest of the assigned administrator(s); exercises the use of independent judgment concerning matters requiring attention of the assigned administrator(s) to assure timely action and may resolve problems and/or concerns*
  5. Schedules and confirms appointments, coordinates activities and organizes and maintains assigned calendars for assigned administrator(s); may develop quarterly calendar of meetings and activities related to assigned department*
  6. Researches, analyzes and prepares information on a variety of topics for dissemination to the District and/or the public through various communication means maintaining confidentiality of sensitive departmental, district wide and other information*
  7. Assists assigned administrator(s) with planning, coordinating and implementing departmental programs, committees, assignments, campus constituency groups and staff meetings maintaining a high level of confidentiality*
  8. Provides administrative support for various departmental programs, committees, assignments, campus constituency groups and staff meetings; prepares agenda items; records, prepares and distributes minutes; may facilitate meetings in absence of supervisor(s) or coordinates and attends numerous social events both on and off campus*
  9. Assists in preparing, planning, and prioritizing departmental goals and coordinates process for monitoring the progress on departmental goals*
  10. Maintains and updates technical skills in order to perform complex, advanced level computer methods including word processing, design and layout for publications, database development and maintenance and charts and spreadsheets utilizing a variety of software and peripherals*
  11. Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established policies and procedures*
  12. Coordinates and makes travel and conference arrangements; submits conference attendance and expense/travel claims for payments*
  13. Initiates, screens, determines their nature and directs telephone calls; logs and routes calls to appropriate individuals; takes and delivers messages; assists and directs visitors; orders and maintains office supplies; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate*
  14. Composes and prepares correspondence, requisitions, memoranda, minutes, confidential materials, statistical spreadsheets, financials, and reports from oral and written instruction; maintains a variety of files and records*
  15. Composes and prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures*
  16. Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding District programs and services*
  17. May serve on a variety of District committees as requested
  18. May perform other duties as assigned




  • Associate's Degree in office information systems or a related field or the equivalent*; AND
  • Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
  • Graduation from high school or G.E.D. or the equivalent.
* Associate's Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college. Work experience must be in an office setting.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.


  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation, and ethnic backgrounds of community college students and staff.

  • Previous experience in a higher educational setting working for an administrator or manager.
  • A valid driver's license to be maintained throughout duration of employment with the District.
  • Four (4) years of increasingly responsible, closely related work experience.
  • Experience working with high school students and parents.
  • Experience working with college students, faculty, and staff.
  • Experience working with a diverse population including international students.
May be acquired through education, training and/or experience.

Knowledge of: District policies, rules and procedures; modern office practices, procedures and equipment, including computers and associated peripherals; letter writing techniques, including the elements of proper grammar usage, spelling, vocabulary and basic mathematics; filling practices and systems; communications devices and digital hardware; modern accounting practices; federal and State rules and policies and procedures.
Ability to: understand and apply District and departmental policies and procedures; independently perform a variety of duties in support of the assigned administrator; integrate State laws and regulations with program policies and procedures; develop and maintain effective record keeping and filing systems; analyze and research problems and prepare clear, concise reports and recommendations; integrate and implement program needs within parameters of District policies and procedures; independently compose correspondence and reports utilizing advanced software and techniques; acquire and maintain technical knowledge of modern office procedures, equipment and computer programs including purchase recommendations; utilize keyboarding skills commensurate with the required functions for this position; work independently with an emphasis on detail; prioritize work load and meet deadlines; make decisions; independently apply good judgment; establish and maintain cooperative relationships with those contacted in the course of work; provide work direction to assigned personnel; take accurate minutes of meetings.

Supplemental Information:

No assigned permanent staff to supervise. Provides work direction, delegates assignments, reviews work and performs as an office coordinator/lead to other departmental employees within assigned department. May conduct interviews and recommend for hire student and short-term temporary employees.

Normal office environment.

Faculty, staff, administrators, students and the general public.

Normal office environment.


  1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
  2. Education Code § 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
  3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.
The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.

The Butte-Glenn Community College District is an Equal Opportunity Employer.

---------------------------------------------Application Instructions----------------------------
ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.

All on-line attachment types require that you attach a document.

Please describe in your cover letter how your past experience and qualifications meet the needs of this position.

Please submit this as an attachment, not as a text resume within the application.

Butte College serves a diverse population. In a separate statement, address how your skills, experience and education have prepared you to serve and meet the needs of a diverse student/staff population.

In a statement addressed to the hiring committee, explain how you meet the minimum qualifications listed below and attach a copy of all relevant certificates and proof of completed trainings.
  • Associate's Degree in office information systems or a related field or the equivalent*; AND
  • Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
  • Graduation from high school or G.E.D. or the equivalent.

* Associate's Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college. Work experience must be in an office setting.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

You are required to provide transcripts. Unofficial copies of transcripts are acceptable at this point in the process.

Foreign Transcripts:
Foreign transcripts must include a U.S. evaluation and translation. Please visit the Office of Human Resources website for a list of agencies providing this service.

All offers of employment are contingent upon the submission of official transcripts showing completion of the degree.

To apply, visit:


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