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Administrative Secretary II

Southwestern Community College District
California, United States
Salary Not specified
Posted Date
Sep 15, 2022

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Position Type
Administrative, Business & Administrative Affairs, Computer Services & Information Technology
Employment Level
Employment Type
Full Time
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Administrative Secretary II

Southwestern Community College District

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

Department: Enrollment Services

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 the direction of the Dean, Enrollment Services, 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 ongoing operations and activities of the department.
  1. 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.
  2. Prioritize and coordinate office activities to ensure timelines are met; coordinate, communicate and disseminate information.
  3. 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.
  4. Assist in the process of day/evening student evaluations; organize, coordinate and clarify the process for tenured/non-tenured review, peer evaluation, and classroom visitations for full and part-time faculty; adhere to deadlines set by the Human Resources Office.
  5. 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.
  6. Prepare and supervise absence reports for full-time and adjust faculty and classified employees; prepare, process and distribute hourly classified and student time sheets and consultant contracts.
  7. 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 direction.
  8. Arrange and schedule a variety of meetings and conferences; operate and maintain an electronic calendar; make travel arrangements and process District travel forms.
  9. Perform related duties as assigned.

Knowledge and Abilities:
  • Office management principles and methods.
  • Modem office practices, procedures, and equipment.
  • Operation/procedures of computer systems 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 and Experience:
Any combination equivalent to: two (2) years of college-level course work in Office Information Systems.ANDTwo (2) years of secretarial experience.

Minimum Qualifications: (Faculty and Academic Administrator Positions Only)

Desirable Qualifications:

Range 20, Steps 1-7, $4,152.76-$5,253.81. Initial placement for external applicants is Step 1. An excellent benefits package that includes medical, vision, dental, retirement, vacation, and generous sick leave package.

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, September 23, 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). The work schedule may be adjusted to meet the needs of the department.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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