Southwestern College (CA) is hiring: Administrative Secretary II in Chula Vista

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.

Description

This position operates in a high-volume, fast-paced environment with frequent interruptions, requiring strong multitasking skills and the ability to adjust priorities as new tasks arise. Daily responsibilities include providing support to faculty, staff, and students in collaboration with the dean's office. Effective communication skills, both in writing (email) and in public settings, are highly desirable for this role.

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.

Qualifications

EDUCATION AND EXPERIENCE

Any combination equivalent to: 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.

KNOWLEDGE AND ABILITIES

Knowledge of:

* Operations, procedures, methods, or precedence of designated Division office.

* Office management principles and methods.

* Modemofficepractices,procedures,andequipment.

* Operation/procedures of computer system and multiple computer software programs.

* English usage, grammar, spelling, punctuation, and vocabulary.

* Interpersonal skills using tact, patience, and courtesy.

* Telephone techniques and etiquette. Oral and written communication skills.

Ability to:

* Perform complex secretarial assignments.

* Assemblediversedata,prepare,andcomposereports,correspondencefromoralandwrittendirectionsandrelatedmaterials.

* Maintain complex and varied files and records.

* Work independently with little direction.

* Analyze situations accurately and adopt an effective course of action.

* Establish and maintain cooperative working relationships with others.

* Train, lead and provide work direction and guidance to Division staff.

* Work confidentially with discretion.

* DemonstratesoundjudgmentintheapplicationandinterpretationofnewandexistingCollegepoliciesandprocedures.

* Make simple arithmetic calculations.

* Meet schedules and timelines.

* Communicate effectively with others, both orally and in writing.

* Prepare reports, correspondence, and related materials.

Duties

ESSENTIAL DUTIES

* 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.

* Communicate and confirm assignments to full-time and adjunct faculty for day, evening, Saturday, TV College, Extension and San Ysidro Center as directed by the Dean.

* 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.

* Serve as liaison with Human Resource Office in regard to the appropriate budgets for faculty load/salary, schedule development, faculty schedules and contract generation.

* 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.

* Operate a variety of office machines and equipment, including word processor, printer, copier, calculator and dictating equipment.

JOB DESCRIPTION:Administrative Secretary II

Supplemental Information

SALARY SCHEDULE:CSEA - Classified Bargaining Unit

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.

All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.