Administrative Secretary II

Southwestern College • Chula Vista, CA

2d • Onsite

About The Position

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities. SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging. Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

SUMMARY DESCRIPTION
Under the direction of a Division Dean, support and assist the Dean, faculty and staff perform a wide variety of administrative and secretarial duties; serve as a liaison between the Division administrator, faculty, public, students, staff and other campus and community officials; plan, coordinate and implement on-going operations and activities of the Division office.

DISTINGUISHING CHARACTERISTICS
The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive.

Requirements

• Two (2) years college level course work in secretarial science and office automation equipment AND Two (2) years secretarial experience.
• One year of experience is equal to 12 months of experience at 40 hours per week.
• Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.
• If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.
• Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States.
• Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.
• Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, address and photograph.
• Office management principles and methods.
• Modem office practices, procedures, and equipment.
• Operation/procedures of computer system and multiple computer software programs.
• Record-keeping techniques.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Telephone techniques and etiquette.
• Oral and written communication skills.
• Perform complex secretarial assignments.
• Assemble diverse data, prepare, and compose reports, correspondence from oral and written directions and related materials.
• Maintain complex and varied files and records.
• Work independently with little direction.
• Plan, organize, coordinate, prioritize, perform, and delegate work.
• Analyze situations accurately and adopt an effective course of action.
• Record and transcribe dictation at an acceptable rate of speed.
• Interpret and apply specific rules, policies and procedures of the specific office or program to which assigned.
• Establish and maintain cooperative working relationships with others.
• Work confidentially with discretion.
• Demonstrate sound judgment in the application and interpretation of new and existing College policies and procedures.
• Make simple arithmetic calculations.
• Meet schedules and timelines.
• Communicate effectively with others, both orally and in writing.
• Prepare reports, correspondence, and related materials.

Responsibilities

• Plan, schedule, perform a variety of secretarial duties to relieve assigned administrator of a variety of clerical, technical and routine administrative duties; serve as a liaison between the administrator and staff, public and other College personnel; oversee the daily operations of the office.
• Prioritize and coordinate office activities to assure timelines are met; coordinate communicate and disseminate information.
• Maintain records and inventory for Division equipment; assure security; make arrangements for routine maintenance of equipment and facilities.
• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
• 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 directions.
• Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.
• Prepare governing board items and prepare and process related documents.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree