Human Resources Administrative Support
Southwestern Community College District
900 Otay Lakes Road, Chula Vista, CA 91910
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 general direction of the assigned Director of Human
Resources, perform a wide variety of difficult, specialized, and
confidential administrative support and secretarial duties in
support of the Human Resources Division; perform duties related to
the implementation of and compliance with District collective
bargaining contracts, policies, and procedures as well as rules,
regulations, laws, and California Education Code related to
District employment; and research and compile complex and sensitive
data. This is a confidential classification. As such, incumbents
perform duties that involve gathering or reviewing information or
data concerning employee grievances or discipline matters, or data
relating to or containing information about employer bargaining
positions, negotiation strategies, or proposals.
Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
- Research, interpret, apply, and explain information related to
the administration of and compliance with District collective
bargaining contracts, Human Resources rules and regulations, and
related laws and Education Code; research and respond to requests,
questions, and complaints requiring interpretation of rules,
policies, and procedures from employees, supervisors, managers,
legal counsel, and others.
- Provide confidential administrative support to the Human
Resources Division; draft, compose, edit, and prepare a variety of
correspondence, agreements, contracts, and other documents related
to a wide variety of employee matters including discipline,
lay-offs, and extended leaves; prepare presentations utilizing
various presentation software and technology; prepare and
distribute meeting agendas; take meeting minutes and transcribes
- Participate in a variety of Human Resources Division functions
and activities; process and track statutory leaves and status;
assist with recruitment processes; assist in scheduling interviews
and making room reservations; assist in processing new employees
including scheduling pre-employment physicals, social security
e-verify, live scans, and reporting new employee information.
- Maintain and update the administrator's calendar; schedule and
coordinate meetings, arbitrations, mediations, and other
- Make and confirm travel arrangements and reservations for the
Human Resources Division; complete request forms, authorizations,
and reimbursements; verify availability of funds for travel
expenses; prepare itineraries and schedules.
- Greet visitors; answer and screen telephone calls; provide
information regarding job vacancies, applications and hiring
process in person or over the telephone to staff and general
public; sort and prioritize mail and correspondence for
administrator's personal reply or signature.
- Prepare and process purchase orders; assist in monitoring
budget expenditures and maintaining expenditure records.
- Respond to the immediate needs of administrators and other
staff members as appropriate.
- Perform related duties and responsibilities as required.
MUST HAVE ABILITY TO:
- Pertinent federal, state, and local laws, codes, and
regulations including applicable sections of the State Education
Code and other requirements related to human resources.
- Principles and techniques used in customer and public relations
including methods and techniques of proper receptionist and
- Modern office practices, procedures and equipment including
computers and applicable software applications such as word
processing, spreadsheets, databases, and HRIS management
- Principles, practices, and procedures of fiscal, statistical,
and administrative research and report preparation.
- Basic mathematical concepts.
- English usage, grammar, spelling, punctuation and
- Interpersonal skills using tact, patience and courtesy.
- Oral and written communication skills.
- Principles of business letter writing.
Education and Experience:
- Provide a variety of specialized confidential administrative
support requiring a broad knowledge of the human resources program
area and related services and activities.
- Perform a variety of difficult and complex administrative
support duties on behalf of the human resources function involving
independent judgment in the interpretation, application, or
modification of existing procedures.
- Operate office equipment including computers and supporting
word processing, spreadsheet, and database applications.
- Demonstrate sound judgment in the application and
interpretation of existing methods and procedures and in
recognizing scope of authority.
- Exercise discretion and maintain confidentiality in maintaining
critical and sensitive information, records, and reports.
- Research, compile, and interpret data and information.
- Independently prepare correspondence and memoranda.
- Work independently and effectively in the absence of
- Respond tactfully, clearly, concisely, and courteously to
requests, inquiries, concerns, and needs from students, staff,
other agencies, or the public.
- Use correct English usage, grammar, spelling, punctuation, and
- Work under steady pressure with frequent interruptions and a
high degree of public contact by phone or in person.
- 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
- Establish and maintain effective working relationships with
those contacted in the course of work.
Any combination equivalent to: Two (2) years of college-level
course work in business administration, human resources, or a
related field. AND
Four (4) years of increasingly
responsible administrative support experience.
Minimum Qualifications: (Faculty and Academic Administrator
- Experience in Human Resources within a community college or a
comparable educational setting.
- Knowledge of applicable sections of government regulations,
relative laws, and California Education Codes.
- Knowledge of Community College organization, operations,
policies, terminology, rules, collective bargaining contracts,
programs, and objectives.
- Communicate effectively, orally and in writing, with strong
business writing skills.
Range 9, Steps 1-9, $4,906.00-$6,974.00 (salary placement is based
on background, education & experience). 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
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, September 9,
are guaranteed to be reviewed by the selection
committee. Any application received after the deadline is not
guaranteed a review.
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule
may be adjusted to meet the needs of the office. Successful
candidate may be assigned to any of the campus sites (Chula Vista,
National City, Otay Mesa, and/or San Ysidro).
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 firstname.lastname@example.org.
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/3938