Administrative Secretary II

Administrative Secretary II

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities.

SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging.

Incumbents 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, and successfully foster and support an inclusive educational and employment environment.

Description

Under the direction of a Division Dean, support and assist the Dean, faculty and staff perform a wide variety of administrative and secretarial duties; serve as a liaison between the Division administrator, faculty, public, students, staff and other campus and community officials; plan, coordinate and implement on-going operations and activities of the Division office.

The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive.

Qualifications

Any combination equivalent to: two (2) years college level course work in secretarial science and office automation equipment AND Two (2) years secretarial experience.

• One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.
• If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.
• Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

Knowledge of: Office management principles and methods; modem office practices, procedures, and equipment; operation/procedures of computer system and multiple computer software programs; record-keeping techniques; English usage, grammar, spelling, punctuation, and vocabulary; interpersonal skills using tact, patience, and courtesy; oral and written communication skills.

Ability to: 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; 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; communicate effectively with others, both orally and in writing.

Duties

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.

1. Prioritize and coordinate office activities to ensure timelines are met; coordinate, communicate and disseminate information.
2. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
3. Answer questions and provide assistance to the administrator, faculty, personnel, students and public concerning a variety of functions related to the District.
4. Train and provide work direction and guidance to office clerical personnel as assigned; select, train, evaluate and guide student workers; provide assistance to other Division staff as needed; recommend new and revised office procedures as appropriate.
5. Collect and compile statistical and financial data and other information for inclusion into special and periodic reports.
6. 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.
7. Operate computer terminal and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials; input data and perform computer functions; update course files and various computerized files.
8. Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.

Supplemental Information

This is a non-telecommuting position. Environment: Office environment. Constant interruptions. Physical Abilities: Dexterity of hands and fingers to operate a computer terminal and standard office equipment. Hearing and speaking to exchange information on the telephone or in person. Sitting for extended periods of time. Seeing to read and prepare various materials. Hazards: Extended viewing of computer monitor.

Tentative timeline: Any application received after the initial screening deadline is not guaranteed a review.

September 22-October 4, 2026 - Position advertised; District receives applications.

October 4, 2026 - Initial screening deadline for guaranteed consideration. Position is open until filled.

October 12-23, 2026 - Reviewing of applications.

October 26-30, 2026 - Search Committee interviews candidates

November, 2026 - Tentative employment start date pending Governing Board approval.