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Administrative Secretary II
Southwestern College in Chula Vista, California
Date Posted 03/22/2022
Admin-Secretary and Administrative Assistants
Employment Type Fulltime
Application Deadline Open until filled

Administrative Secretary II

Posting Number: 0601224
Open Date: 03/21/2022
Department: Instructional Support Services
Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910
Position Type: Classified Bargaining
Months of Service: 12 months
FTE: 1.0
Hours Per Week: 40
District Values:
Incumbents in District positions are expected to 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.
Job Description
Under the direction of the Dean, 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.
  • 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.
  • Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
  • Proofread, edit and assist the administrator in the preparation and development of class schedules, class locations and work assignments as assigned for publication; may assist in facilitating campus programs or events.
  • 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.
  • Serve as liaison with Human Resource Office in regard to the appropriate budgets for faculty load/salary, schedule development, faculty schedules and contract generation.
  • 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.
  • Prepare governing board items and prepare and process related documents.
  • Perform related duties as assigned.
Knowledge & Abilities:
  • 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.
Education & Experience:
  • Any combination equivalent to: two (2) years college-level course work in Office Information Systems.
  • Two (2) years secretarial experience.
Minimum Qualifications (Faculty and Academic Administrator Positions Only)
Desired Qualifications:
  • Licenses and Other Requirements:
Working 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 1-7, $4,152.76-$5,253.81. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, and generous sick leave package.
Salary Schedule: Classified Bargaining Unit
Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m. Work schedule may be adjusted to meet the needs of the department. Requires on-campus work with the exception of Fridays, Friday’s are remote/online).
Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).
Start Date:
As soon as the successful candidate is identified and following the subsequent governing board approval.
Screening Deadline:
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, April 1, 2022 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.
Tentative Timeline (Subject to Amendments):
| March 21-April 1, 2022 | Position advertised; District receives applications
| April 1, 2022 | Initial screening deadline for guaranteed consideration. Position is open until filled.
| April 11-22, 2022 | Reviewing of applications.
| April 25-29, 2022 | Search Committee interviews candidates
| May, 2022 | Tentative employment start date pending Governing Board approval.
Open Until Filled : No
Equivalency (Academic Faculty Positions Only)" section to read as follows, “To teach classes at Southwestern Community College District, an applicant must have completed coursework that meets the California Community College’s Chancellor’s Office Minimum Qualifications for Faculty. In some cases, an applicant who does not possess the exact degree title(s) listed by the State may meet State requirements for equivalency. In this case, the District follows a process to determine equivalency. If this is the case, please complete the Supplemental Equivalency Application, for Academic Employment and upload this form with your online application.
Foreign Degrees:
Foreign degrees require an evaluation for United States equivalency from an agency having membership with the National Association of Credential Evaluation Services, Inc.
Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying.
For your convenience, we have provided the NACES (National Association of Credential Evaluation Services) membership list to assist you in complying with this requirement; click on the Helpful Job Tips link on the navigation bar. You may use any other certified transcript evaluation service at your disposal.
Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.
A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.
It is the sole responsibility of the applicant to ensure that all application materials are received by the review 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.
Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.
In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.
Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.
As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.
The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
Notice of Availability of the Annual Security Report – Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/.
If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.
The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.
This information is required by law and is provided by the SWC College Police Department.
Drug and Alcohol Abuse Prevention Plan (DAAPP) – More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)
Selection Procedure:
A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.
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.
HR Contact Information:
Southwestern Community College
Human Resources (Bldg. 46B-150)
900 Otay Lakes Road
Chula Vista, CA 91910
(619) 482-6395
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