Administrative Secretary II

Southwestern College • Chula Vista, CA

10d • 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.

Responsibilities

• 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 as assigned; select, train, evaluate and guide student workers; provide assistance to other Division 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.
• 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.
• 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; update course files and various computerized files.
• Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.

What This Job Offers

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