Administrative Secretary to the Dean (2 positions)
Full-time/Non Exempt 40 hours per week; 12 months per year
CSEA Range 27; $3,916.75 per month
Tentative interview dates: January 7th and 8th, 2019
Some highlights and details associated with this position:
For 50 years, we have successfully provided a quality educational experience to our students, offering associates degrees and training in career fields including business, medical, law enforcement, welding, automotive, computers, and more.
The ideal candidate will share Butte College's commitment to our mission and values, especially our commitment to educating our racially and socio-economically diverse student population. We currently enroll around 16,000 students annually, many of whom are from racially minoritized populations. 59% of Butte College students are white, 27% are Latinx, 6% are Asian, 3% are African American, 2% are Native American, and 4% are multi-ethnic. As an emerging Hispanic Serving Institution (HSI), Butte College understands that it has a great responsibility to the educational attainment and economic well-being of our surrounding communities.
The successful candidate will join a campus community that demonstrates its commitment to student equity by supporting ongoing professional development for students, faculty and staff. These opportunities include a Cultural Awareness Community of Practice, FAIR Classrooms, active Diversity and Student Equity Committees, support for our undocumented and AB 540 students, a robust set of culturally responsive programs and events, and conferences related to equity-mindedness and supporting the success of our diverse students.
Under the direction of an administrator, performs a variety of complex administrative secretarial responsibilities to assist the Dean with administrative matters requiring a high level of independent judgment, confidentiality, decision-making and problem solving skills. Assists the Dean with complex, administrative matters to support a wide variety of projects. Performs related work as required. 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 *
- Organizes and oversees the activities of an assigned division to assure efficient and effective division operations; coordinates communications; assists the Dean with administrative matters and special events, applying a high level of confidentiality, responsibility and judgment*
- Provides technical assistance and guidance to students, staff, faculty and administrators in the interpretation and clarification of registration, scheduling and certificate requirements, policies and procedures*
- Acts as key contact for student issues/complaints; solves problems, makes contacts for students and routes students through appropriate channels*
- Performs a variety of duties in support of functions delegated to the Dean; interprets and applies federal, state and District rules and regulations as appropriate*
- Maintains current budget information; monitors budget expenditures; assists in budget expenditures, processes and routes budget paperwork and assists in budget preparations for District and categorical funds*
- Coordinates activities between the Dean and staff, students, the public, outside community and state agencies, Chancellor's Office, or other District or college officials; obtains and provides information, coordinates activities and resolves problems*
- Receives and opens mail determining priority of issues; responds independently where appropriate; directs all mail for the division*
- Prepares a wide variety of materials such as correspondence, reports, surveys, forms, charts, budget sheets and memoranda (independently and/or from oral instructions), maintaining confidentiality*
- Develops schedules of classes and catalogs related to division activities and services as assigned; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and time lines; generates and updates reports on an on-going basis*
- Coordinates and maintains requests for rooms and facilities on and off-campus*
- Utilizes computers to perform advanced-level document production including complex formatting of documents, creating charts, establishing and maintaining databases, using spreadsheets and a variety of software and hardware*
- Initiates and answers telephone calls; screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments, and maintains Dean's calendar*
- Coordinates travel arrangements for Dean, faculty, and others – manages travel arrangements, hotel accommodations and conference attendance paperwork*
- Responds to requests for information from students, staff and the general public regarding District-wide programs, policies, procedures and regulations*
- Maintains a variety of files and records including those of a confidential nature*
- Gathers and compiles difficult and complex statistical information and prepares narrative reports for such items as program and curriculum review; handles grant and state reporting information and management; duplicates, collates, and distributes materials*
- Prepares agenda items for meetings; attends meetings, prepares minutes for distribution and maintains records
- Conducts interviews, recommends hire, schedules and provides training and direction to student assistants and short-term employees; participates as requested in hiring personnel and provides input regarding performance evaluations*
- Orders and disburses forms, supplies and equipment for departments, faculty and students; orders materials for the community*
- Coordinates faculty evaluation process including scheduling observations, preparing narratives, maintaining employee confidentiality, files and records*
- Assists Dean with coordinating evaluations of faculty, management, coordinators and others; schedules observations, prepares narratives, maintains employee confidentiality, files, and records*
- May assist Dean with administration of the District's Fee Postponement Program; researches records; maintains in-depth knowledge of the registration program
- May assist Dean in coordinating the District's Americans with Disabilities Act program; researches records, maintains database files
- May assist Dean with student complaints and/or discipline process including attendant appeal process; provides research, records interviews, preserves files and records
- May serve and/or represent division on a variety of District committees as requested
- 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, G.E.D. or the equivalent**.
**High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.
CERTIFICATES, LICENSES, REGISTRATION AND OTHER REQUIREMENTS:
- Previous experience working for a Dean, Administrator or a Manager within a higher educational setting.
- Hold and maintain a valid driver's license throughout duration of employment with the District.
- Four (4) years of increasingly responsible, closely related work experience.
KNOWLEDGE, SKILLS AND ABILITIES:
May be acquired through education, training and/or experience.
Knowledge of: District policies, rules and procedures; modern office practices, procedures and equipment, including computers, peripheral and a variety of software; bookkeeping and accounting practices; letter writing techniques and the elements of proper grammar usage, spelling, vocabulary and basic mathematics; federal and State policies and procedures and regulations;
Ability to: understand and apply District and departmental policies and procedures; independently perform a variety of administrative duties in support of the administrator; maintain a high level of confidentiality; compose correspondence and reports; develop and maintain effective record keeping and filing systems; analyze and research problems and prepare clear, concise reports and recommendations; work independently; establish and maintain cooperative working relationships with those contacted during the course of work; work with diverse populations; make required mathematical calculations accurately; utilize Keyboarding skills commensurate with the required functions for this position; maintain proficiency in keyboarding skills; remain calm and cooperative in confrontational situations; work independently with an emphasis on detail; prioritize work load and meet deadlines; independently apply good judgment; maintain records accurately; perform duties in a timely and efficient manner, despite interruptions. Supplemental Information
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
No assigned permanent staff to supervise. May provide work direction to student and short-term employees. May provide leadership and team support to departmental staff and other campus employees.
Normal office environment.
Faculty, staff, administrators, students and the general public.
Normal office environment.
The Butte-Glenn Community College District is an Equal Opportunity Employer.
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.
RESUME OR VITA:
Please submit this as an attachment, not as a text resume within the application.
TRANSCRIPTS OF ACADEMIC WORK:
You are required to provide transcripts for coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.
Foreign transcripts must include a U.S. evaluation and translation. Please contact the Office of Human Resources for a list of agencies providing this service or our website at; http://www.butte.edu/hr/job_opportunities/associate_faculty/foreign_degree_eval.html
All offers of employment are contingent upon the submission of official transcripts showing completion of the degree.