Southwestern Community College District
Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910
Department: Mathematics, Engineering, Science Achievement (MESA) Program
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.
(Categorically funded position, continued employment contingent upon funding).
Under direction of Director, MESA Program, perform a full range of technical, programmatic, administrative, secretarial, advanced clerical, and routine staff and analytical duties requiring the application of specific program knowledge and administrative, secretarial, and advanced clerical skills in support of assigned program or functional area; assume on-going programmatic duties and responsibilities specific to area of assignment; provide technical support and specialized program information and assistance to assigned administrator, faculty, staff, and students; and participate in coordinating assigned programs, projects, and services.
REPRESENTATIVE DUTIES: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Perform a variety of technical, administrative, advanced clerical, and routine staff and analytical duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of assigned program or functional area; assume responsibility for specific program area duties.
- Serve as primary contact, liaison, and resource for assigned functions and programs with staff, students, and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary; assist students and other staff in interpreting and applying program area policies and procedures; research information related to program area policies and procedures.
- Verify and review materials, applications, records, and reports for completeness, accuracy, and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; collect and process appropriate information; process various applications and forms.
- Perform a variety of special projects and assignments in assigned area including coordination of assigned program components and projects; participate in the implementation and administration of program components and or functions.
- Plan and organize assigned program functions as well as administrative office support functions; coordinate, oversee, and evaluate the flow of office work and ensure that work is performed in a timely and accurate manner; review, update, and inform the supervisor and others of essential timelines; discuss and review calendar of events on a regular basis with assigned administrator to ensure timely coordination of office activities and status of assigned program functions and projects; develop schedules related to assigned program activities and services.
- Participate in the orientation and training of new employees as assigned; assign, schedule, train, and provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy.
- Operate a variety of office equipment including copiers and computer; utilize various computer applications and software packages; input, maintain, and utilize data to develop reports using spreadsheet software; manage assigned database; maintain and generate reports from a database or network system; create, format, and revise charts, graphs, charts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications.
- Perform related duties and responsibilities as required.
Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
- Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
- Screening and interviewing techniques may be required for some assignments.
- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
- Basic principles and techniques of budget administration.
- Principles and techniques of business letter writing.
- Principles and practices used in establishing and maintaining complex and inter-related files and information retrieval systems.
- Principles, practices, and techniques of complex fiscal, statistical, and administrative research and report preparation.
- Mathematical concepts and basic techniques of statistical analysis.
- Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
- Interpersonal skills using tact, patience, and courtesy.
- English usage, grammar, spelling, punctuation, and vocabulary.
- Oral and written communication skills.
- Independently perform a full range of administrative and technical duties in support of program functions and operations.
- Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within limits of authority.
- Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
- Respond tactfully, clearly, concisely, and courteously to specialized requests, inquiries, issues, concerns, and needs from students, staff, or the public; effectively present information.
- Research, compile, analyze, and interpret diverse data and information and make appropriate recommendations.
- Prepare a variety of clear and concise administrative and financial reports.
- Independently compose and prepare correspondence and memoranda.
- Type and enter data at a speed necessary for successful job performance.
- Use correct English usage, grammar, spelling, punctuation, and vocabulary.
- Use sound judgment in recognizing scope of authority.
- Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
- 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, or other field related to area of assignmentANDThree (3) years of increasingly responsible administrative support experience that demonstrates the ability to learn and apply policies, procedures, and other guidelines.
Minimum Qualifications: (Faculty and Academic Administrator Positions Only)
- Experience working in a community with a similar diversity pattern as found in the service area for Southwestern College is desirable.
- A Bachelors degree in a science, technology, engineering and mathematics field, or related field is desirable.
Range 20, Steps 1-7, $4,713.17-$5,962.81. 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.
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 22, 2023are 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 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 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/4376
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