Administrative Secretary II
Southwestern Community College District
900 Otay Lakes Road, Chula Vista, CA 91910
Student Engagement and Completion Programs
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.
(Project funded position, continued employment contingent
Under the direction of the Dean, Student
Engagement and Completion, 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. REPRESENTATIVE DUTIES
Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
- 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.
- Review and proof documents, records and forms for accuracy,
completeness and conformance to applicable rules and
- Answer questions and provide assistance to the administrator,
faculty, personnel, students and public concerning a variety of
functions related to the District.
- Collect and compile statistical and financial data and other
information for inclusion into special and periodic reports.
- Assist and provide input regarding discipline operation and
other needs to Dean in the preparation of Division and discipline
- 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.
- 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
- Arrange and schedule a variety of meetings and conferences;
operate and maintain electronic calendar; make travel arrangements
and process District travel forms.
- Perform related duties as assigned.
MUST HAVE ABILITY TO:
- Office management principles and methods.
- Modem office practices, procedures, and equipment.
- Operation/procedures of computer system and multiple computer
- Record-keeping techniques.
- English usage, grammar, spelling, punctuation, and
- Interpersonal skills using tact, patience, and courtesy.
- Telephone techniques and etiquette.
- Oral and written communication skills.
Education and Experience:
- Perform complex secretarial assignments.
- Assemble diverse data, prepare, and compose reports,
correspondence from oral and written directions and related
- Maintain complex and varied files and records.
- Work independently with little direction.
- Plan, organize, coordinate, prioritize, perform, and delegate
- Analyze situations accurately and adopt an effective course of
- Record and transcribe dictation at an acceptable rate of
- Interpret and apply specific rules, policies and procedures of
the specific office or program to which assigned.
- Establish and maintain cooperative working relationships with
- Work confidentially with discretion.
- Demonstrate sound judgment in the application and
interpretation of new and existing College policies and
- Make simple arithmetic calculations.
- Meet schedules and timelines.
- Communicate effectively with others, both orally and in
- Prepare reports, correspondence, and related materials.
Any combination equivalent to: two (2) years college-level course
work in Office Information Systems.AND
years secretarial experience.
Minimum Qualifications: (Faculty and Academic Administrator
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.
As soon as the successful candidate is identified and following the
subsequent governing board approval.
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, October 14, 2022
are guaranteed to be reviewed by the selection committee. Any
application received after the deadline is not guaranteed a
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). 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
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 email@example.com.
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
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
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
To apply, visit: https://jobs.swccd.edu/postings/4009