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Project Specialist

Southwestern Community College District
California, United States
Salary Not specified
Posted Date
Jun 29, 2022

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Position Type
Administrative, Business & Administrative Affairs, Financial Affairs
Employment Level
Employment Type
Full Time
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Project Specialist

Southwestern Community College District

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Small Business Development Center

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.

Under direction of assigned supervisor of record, provide direction for assigned projects, programs, or functional area; serve as a liaison between the program area and the general public, students, staff, and other campus and community officials and groups; develop and maintain relationships with other organizations and schools in the project, program, or functional area; perform a variety of technical and program support duties in support of the assigned project, program, or functional area; and plan, coordinate, and implement assigned operations and activities of the assigned office. REPRESENTATIVE DUTIES:
  1. Coordinate all aspects of the assigned project, program, or program area; ensure compliance with all aspects of program requirements including grant requirements.
  2. Assist in the planning, design, and implementation of project or project elements that support service delivery; participate in processes to define scope and schedule of services and activities; participate in implementation processes.
  3. Participate in the development and implementation of goals, objectives, policies, and priorities for assigned projects, functions, and program areas; research, implement, and administer policies, procedures, and changing business practices and processes for assigned area; develop and maintain handbooks, forms, and related policies and procedures.
  4. Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.
  5. Prepare administrative, operational, and financial reports including the preparation of conclusions, recommendations, and forecasts based on data summaries and other findings; consult with District staff and outside agencies to obtain information.
  6. Assist with the budget process; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems; monitor status.
  7. Participate in coordinating assigned activities and functions with other staff, projects, and functions as well as local, state, and federal agencies/jurisdictions, business partners, and the general public; coordinate with, interact with, share knowledge, and develop collaborative relationships.
  8. Manage data and information used in assigned area including to administer assigned databases; enter and modify data; generate reports; analyze user needs and modify database structure and/or format in response to user needs; train staff on use of database systems; prepare database documentation.
  9. Perform related duties and responsibilities as required.

Knowledge and Abilities:
  • Basic principles and practices of program development, administration, and review.
  • General principles, practices, and procedures of business administration and public administration.
  • Technical knowledge of business/industry principles and practices for the area of responsibility.
  • Methods and techniques used in the performance of duties and responsibilities specific to the area of assignment.
  • Basic project and contract management principles and practices.
  • Information and research resources available related to areas of assignment.
  • Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
  • Processes, procedures, and practices of budget preparation and administration.
  • Principles, practices, and procedures of business letter writing.
  • Principles and procedures used in complex, inter-related record keeping.
  • Principles and practices used to establish and maintain files and information retrieval systems.
  • Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.
  • Statistical procedures and mathematical concepts.
  • Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
  • Interpersonal skills using tact, patience, and courtesy.
  • Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
  • English usage, grammar, spelling, punctuation, and vocabulary.
  • Oral and written communication skills.

  • Coordinate and participate in the management of assigned project, program, or program area functions and services.
  • Establish and maintain community relationships.
  • Understand the nature of partnerships and identify mutual interests.
  • Assess community needs to develop appropriate service partnerships for assigned programs.
  • Use technical concepts and basic project management tools and techniques to effectively coordinate a project or program area and solve complex problems in creative and effective ways.
  • Provide specialized information and assistance to students, staff, and the general public.
  • Perform a full range of complex and responsible program and technical support as well as difficult administrative duties involving the use of independent judgment and personal initiative.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
  • Use sound judgment in recognizing scope of authority.
  • Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
  • Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
  • Research, compile, assemble, analyze, and interpret data from diverse sources.
  • Prepare a variety of clear and concise administrative and financial reports.
  • Make simple arithmetic calculations.
  • Use correct English usage, grammar, spelling, punctuation, and vocabulary.
  • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
  • Adapt to changing technologies and learn functionality of new equipment and systems.
  • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
  • Work independently and effectively in the absence of supervision.
  • Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination equivalent to: two (2) years of college with major course work in public administration, business administration, office automation, or a related fieldANDFour (4) years of increasingly responsible experience providing technical and administrative support in a related program area.

Minimum Qualifications: (Faculty and Academic Administrator Positions Only)

Desirable Qualifications:

Range 24, Steps 1-7, $4,862.54-$6,152.11. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

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 Position is open until filled. Applications received by the first screening deadline of  11:59 p.m. on Friday,  July 8, 2022 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the program.Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

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 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

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">

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 (

To apply, visit:

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