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Location

Chula Vista, CA | United States

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Job description

Hours Per Week:

40

Funding Source: District 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.

Job Description Responsibilities:

Under the direction of the Superintendent/President and the immediate direction of the Chief of Staff. Perform a wide variety of difficult, specialized, and highly complex administrative duties; analyze and resolve difficult, time sensitive and confidential situations. Process administrative details not requiring the immediate attention of the executive staff member, including the coordination of functions, communication of department policy, the preparation of reports and other administrative tasks.

The Administrative Assistant report to and support an executive with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse, complex, and confidential administrative tasks, requiring a substantial amount of tact, judgment, and initiative. Incumbents are required to be self-directed and to relieve the administrator of routine administrative duties and provide work direction and guidance to clerical personnel assigned to the department.

REPRESENTATIVE DUTIES :

• Serve as a liaison between the Office of the Superintendent/President, public, students, staff and other campus officials; analyze and resolve difficult and sensitive situations.

• Serve as a liaison for the Superintendent/President and Governing Board; screen incoming calls; visitors; maintain good public relations with community.

• Serve as an Administrative Assistant to assigned administrator, relieving the administrator of a variety of technical, and administrative duties; serve frequently as a liaison between the administrator and the public, students, staff, and other campus officials.

• Exercise judgment, diplomacy, and discretion in handling matters of a sensitive nature.

• Promote and maintain positive staff, student, and community relations.

• Provide information and assistance in person or by telephone regarding assigned program, established practices, policies, and procedures to the faculty, staff, administrators, students, and the general public.

• Provide administrative support to various committees, including, but not limited to, taking and processing minutes.

• Manage data and perform various specialized computer functions on the District’s on-line and personal computer systems; maintain and update complex, confidential databases; update budget and various computerized files.

• Perform related duties as assigned.

Knowledge & Abilities:

MUST HAVE KNOWLEDGE OF:

• Modern office policies, practices, methods, procedures, and equipment.
• Record-keeping techniques.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Oral and written communication skills.

MUST HAVE ABILITY TO:

• Perform difficult and complex administrative and secretarial tasks.
• Troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Interpret and apply policies and procedures independently and use judgement and discretion to act when precedents do not exist.
• Analyze and resolve difficult and sensitive situations.
• Work confidentially with discretion.
• Assemble diverse data and prepare reports.
• Prepare and compose correspondence.
• Use and quickly learn new office support technology systems and software packages.
• Operate a variety of office equipment including typewriter, calculator, printer, and computer terminal.
• Understand and follow oral and written directions.
• Work independently with very little or no direction.
• Meet schedules and timelines.
• 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 & Experience:

Any combination equivalent to: two (2) years’ college-level coursework in standard office procedures and practices with additional coursework in a field related to the area of assignment

AND

Four (4) years’ experience in an increasingly responsible administrative support position.

Minimum Qualifications (Faculty and Academic Administrator Positions Only) Desired Qualifications: Licenses and Other Requirements:

All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.

Working Conditions:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; extensive public contact; possible exposure to dissatisfied individuals; frequent travel to meetings and events is required.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: Must be able to read and verify data and prepare various materials

Hearing: Must be able to exchange information on the telephone or in person

Salary:

Range 12, Steps 1-9, $5,650.00-$8,037.00 (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 dependents.


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.

Salary Schedule: Classified Confidential Work Schedule:

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).

Start Date: As soon as the successful candidate is identified and following the subsequent governing board approval. Initial 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, March 1, 2024 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Tentative Timeline (Subject to Amendments):

| January 29-March 1, 2024 | Position advertised; District receives applications
| March 1, 2024 | Initial screening deadline for guaranteed consideration.
| March 11-22, 2024 | Reviewing of applications.
| April 1-5, 2024 | Search Committee interviews candidates
| April/May, 2024 | Tentative employment start date pending Governing Board approval.

Open Until Filled Yes Required Applicant Docs Cont'd Southwestern College Online Application Supplemental Application: Special Instructions to Applicants: Equivalency (Academic Faculty Positions Only)

Equivalency (Academic Faculty Positions Only)" section to read as follows, “To teach classes at Southwestern Community College District, an applicant must have completed coursework that meets the California Community College’s Chancellor’s Office Minimum Qualifications for Faculty. In some cases, an applicant who does not possess the exact degree title(s) listed by the State may meet State requirements for equivalency. In this case, the District follows a process to determine equivalency. If this is the case, please complete the Supplemental Equivalency Application , for Academic Employment and upload this form with your online application.

Foreign Degrees:

Foreign degrees require an evaluation for United States equivalency from an agency having membership with the National Association of Credential Evaluation Services, Inc.


Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying.


For your convenience, here is a link to NACES (National Association of Credential Evaluation Services) membership list to assist you in complying with this requirement, . You may use any other certified transcript evaluation service at your disposal.

Additional Information:

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 protected].


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 ()

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Salary