Administrative Secretary II

Chula Vista
Jun 08, 2017
Position Type
Tenured & Tenure-Track
Institution Type
Community College



RESPONSIBILITIES: Under the direction of the Dean of the Workforce Development, Adult Education Block Grant (AEBG) and Continuing Education support and assist the Dean, faculty, staff and students. Perform a wide variety of administrative and secretarial duties; serve as a liaison between the Dean, faculty, staff, students and other District and community officials; plan, coordinate and implement on-going operations and activities of the department.

REPRESENTATIVE DUTIES: Plan, schedule, and perform a variety of secretarial duties to relieve the Dean of a variety of clerical, technical and routine administrative duties; serve as a liaison between the administrator and staff, public and other District personnel; oversee the daily operations of the department; prioritize and coordinate office activities to ensure timelines are met; coordinate, communicate and disseminate information; review and proof documents, records, and forms for accuracy, completeness and conformance to applicable rules and regulations; answer questions and provide assistance to the administrator, faculty, personnel, students and public concerning a variety of functions related to the District; train and provide work direction and guidance to office clerical personnel; select, train, evaluate and guide student workers; provide assistance to department staff as needed; recommend new and revised office procedures as appropriate; collect and compile statistical and financial data and other information for inclusion into special and periodic reports; collect and process preliminary curriculum review and new curriculum proposals; edit College catalog sections pertaining to the Division to assure completeness and accuracy; implement catalog changes in class schedule and course outlines; assist in the process of day/evening student evaluations; organize, coordinate and clarify the process for tenured/non-tenured review, peer evaluation, classroom visitations for full and part-time faculty; adhere to deadlines set by the Human Resources Office; prepare, process and distribute budget transfers; research and compile data necessary to purchase Division instructional and office equipment; monitor each discipline's projects and grants accounts and maintain budget expenditures; coordinate the departments activities between the Dean, staff, public, and other District and non-District officials; serve as liaison with Payroll and Human Resources in regard to the appropriate budget for faculty load/salary, hourly academic and classified employees; generate various contracts; receive, screen, and distribute mail; schedule appointments; screen visitors and telephone calls and refer to appropriate staff members or other area within the District as appropriate; operate computer terminal and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports, and related materials; input data and perform computer functions; prepare and supervise absence reports for full-time and part-time faculty and classified employees; prepare, process and distribute hourly classified and student timesheets and consultant contracts; prepare agenda and handouts; schedule discipline meetings; assist in compiling research materials for annual long range planning development proposal; transcribe communications; draft, prepare and edit a variety of correspondence, memoranda, reports and other materials; record and transcribe minutes; compose routine correspondence as assigned; type from rough draft or oral direction; arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms; operate a variety of office machines and equipment, including the computer and related software, printer, copier, calculator; prepare Governing Board agenda items, including preparing and processing related documents; perform related duties as assigned.

EDUCATION & EXPERIENCE: Any combination equivalent to: two years college-level course work in Office Information Systems, and two years secretarial experience.

WORK CONDITIONS & ENVIRONMENT: Office environment; constant interruptions. PHYSICAL ABILITIES: Dexterity of hands and fingers to operate a computer terminal and standard office equipment; hearing and speaking to exchange information on the telephone or in person; sitting for extended periods of time; seeing to read and prepare various materials; HAZARDS: Extended viewing of a computer monitor.

Range 20, Steps 1-6, $3,775.00-$4,593.00. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, and generous sick leave package.

Monday-Friday: 7:30 a.m. - 4:30 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department.

STARTING DATE: As soon as the successful candidate is identified and following the subsequent governing board approval.

All application materials must be received on-line at Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, June 23, 2017 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.


APPLICATION PROCEDURES: Submit the following application materials on-line: FAXED MATERIALS AND E-MAILS ARE NOT ACCEPTED

	(1)	Letter of application (cover letter)
	(2)	SWC on-line application
	(3)	Resume
	(4)	Supplemental questionnaire
	(5)	Unofficial copies of college transcripts with date degree conferred

It is the sole responsibility of the applicant to ensure that all application materials are received by the deadline date. A separate, complete application packet is required for each position for which you are applying for.

All materials included in your application packet become District property,
will not be returned, will not be copied, and will be considered for this opening only.
We reserve the right to re-open, re-advertise, delay or cancel filling this position.

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.


As an Equal Opportunity Employer and in compliance with the American with Disabilities Act,
Southwestern Community College District will make reasonable accommodations for individuals with disabilities.


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