"Administrative Secretary II"

Job Description

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

About the Office of Equity and EngagementThe Office of Equity and Engagement at Southwestern College is dedicated to cultivating a District culture that advances professional learning, equitable education, leadership, collaboration, and organizational wellness. Guided by the commitment to creating an environment where every student and employee belongs, the office works to remove barriers by strengthening inclusive practices that enhance collaboration, innovation, and institutional effectiveness.

The Administrative Secretary II will support the Executive Officer of Equity and Engagement, who is a member of the College Districts Executive Leadership Team and the lead equity and inclusion strategist for the organization. Working closely with the Executive Officer, this position plays an essential role in providing strategic and administrative support to the Office of Equity and Engagement by coordinating the offices operations and helping to advance its mission of fostering an equitable, inclusive, and thriving district culture.

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.

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KNOWLEDGE AND ABILITIES

Knowledge of:

• Operations, procedures, methods, or precedence of designated Division office.
• Office management principles and methods.
• Modem office practices, procedures, and equipment.
• Operation/procedures of computer system and multiple computer software programs.
• Record-keeping techniques.
• Telephone techniques and etiquette. Oral and written communication skills.

Ability to:

• Perform complex secretarial assignments.
• Assemble diverse data, prepare, and compose reports, correspondence from oral and written directions and related materials.
• 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.
• Meet schedules and timelines.
• Communicate effectively with others, both orally and in writing.
• Prepare reports, correspondence, and related materials.

Duties

ESSENTIAL DUTIES

1. 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.
2. Prioritize and coordinate office activities to assure timelines are met; coordinate communicate and disseminate information.
3. Maintain records and inventory for Division equipment; assure security; make arrangements for routine maintenance of equipment and facilities.
4. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
5. 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.
6. 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.
7. Coordinate activities of assigned office between the supervisor and staff, the public or other district or campus officials.
8. 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.
9. Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.

JOB DESCRIPTION:Administrative Secretary II

Supplemental Information

SALARY SCHEDULE:CSEA - Classified Bargaining Unit

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Must be able to perform the essential functions of the position with or without reasonable accommodation.

This is a non-telecommuting position.

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 computer monitor.

TENTATIVE TIMELINE:Any application received after the deadline is not guaranteed a review.

Application Process:

A confirmation email will be sent once your application packet has been successfully submitted.

It is the sole responsibility of the applicant to ensure that all required application materials are submitted by the initial screening deadline date. Required materials including a current resume, unofficial transcripts verifying awarded degree(s) and completion date, and any relevant certifications, diplomas, or licenses that demonstrate you meet the minimum qualifications of the position.Failure to submit supporting documentations may result in an incomplete application.

Applications should be completed thoroughly, and resumes will not be accepted in lieu of an application but should be attached as a supporting document. All notifications to applicants will be sent electronically to the email address provided in the application.

A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become SWCCD property, will not be returned, will not be copied, and will be considered for this opening only.

For Academic positions (only): If you do not possess the exact degree major(s) listed in the minimum qualifications section, you will need to submit an equivalency application.

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.

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

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.

Candidates selected for employment with SWCCD 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.

Successful candidate selected may be assigned to any of the campus sites (Chula Vista, Crown Cove, National City, Otay Mesa, and/or San Ysidro).

American with Disabilities (ADA):

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made as soon as practical by calling Human Resources at (619) 482-6395.

Equal Employment Opportunity:

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, SWCCD will make reasonable accommodations for individuals with disabilities.

SWCCD shall not discriminate against any person in employment or in any program affiliated with the SWCCD 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:

SWCCD 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.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

Drug and Alcohol Abuse Prevention Plan (DAAPP):

More information about the DAAPP, including the Biennial report and additional resources can be found in the Drug and Alcohol Abuse Prevention Program website.

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