MiraCosta College

INSTRUCTIONAL DIVISION SECRETARY (interim 10-month position)

Closing Date:  Wednesday, June 27, 2012

Required In-Basket Test:  Friday, June 29, 2012, from 2:30 - 4:00 p.m.

Apply and submit application materials through MiraCosta College's online application system at http://apptrkr.com/255664

POSITION AVAILABLE:

One interim position, 40 hours per week, 10 months per year (August through May), work location to be determined. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

COMPENSATION

$26.49 per hour; sick leave, vacation, and holiday pay; and full benefit package which includes employee and dependent medical and dental plans, $100,000 life insurance and income protection insurance, as well as membership in the Public Employees’ Retirement System (PERS).

BASIC FUNCTION:

Under the direction of the Associate Dean, Nursing and Health, perform a wide variety of responsible, complex, and specialized administrative duties, exercising independent judgment in support of the assigned department chairs and faculty.

REPRESENTATIVE DUTIES:

(E = essential job function) 

1)  Provide support and administrative assistance to deans, department chairs, and faculty in the coordination of office activities, meetings, department schedules, communications, special events, and projects; coordinate information from a variety of sources to compile, update, and maintain a variety of schedules and calendars for assigned department(s); distribute calendar/schedule information appropriately, researching technical subjects, compiling reports and summaries, and providing accurate and timely information using a high degree of independent judgment; type confidential and technical reports and follow up as necessary. (E)

2)  Serve as liaison to and assist faculty, students, staff, and the public with a variety of questions and issues; provide information concerning department activities and special events; explain applicable policies and procedures according to established guidelines; update and maintain policy and procedure manuals.  Exercise discretion and judgment without supervision in disseminating information.  Make recommendations to students as to appropriate channels to follow for grievances and other complaints. (E)

3)  Access enterprise systems to obtain information on and generate reports for budget, purchasing, student records, instructor schedules, and class rosters.  Assist faculty in reporting absences, off-campus meetings, and field trips.  Maintain departmental web pages and directories. (E)

4)  Type a variety of documents including correspondence, memos, lists, announcements, labels, instructional materials, and instructor evaluations, using independent judgment in arranging formats; independently compose and type correspondence and memos as required; maintain confidentiality of examinations and other information received; edit drafts and proofread final copy to assure accuracy.  Perform a wide variety of duties including posting information to logs, records and charts; receive, screen and distribute mail; duplicate a wide variety of items; take and transmit messages and route calls and visitors as necessary. (E)

5)  Organize and attend a variety of meetings.  Schedule rooms, prepare agendas and other materials for a variety of meetings; record, transcribe, prepare, and distribute comprehensive official minutes.

6)  Communicate with District and outside sources to resolve problems and coordinate maintenance and repair of district resources.

7)  Establish and maintain complex files.  Organize and maintain records and charts for specialized programs and departments; maintain account ledgers; set up and maintain confidential student files.

8)  Assist with travel arrangements; file reports of travel and reimbursement requests.

9)  Process purchase requisitions for goods and services; inventory, order, receive, shelve and distribute supplies. (E)

10)  Train, supervise, and provide work direction to student workers.

11)  Perform related duties as assigned.1)  Provide support and administrative assistance to deans, department chairs, and faculty in the coordination of office activities, meetings, department schedules, communications, special events, and projects; coordinate information from a variety of sources to compile, update, and maintain a variety of schedules and calendars for assigned department(s); distribute calendar/schedule information appropriately, researching technical subjects, compiling reports and summaries, and providing accurate and timely information using a high degree of independent judgment; type confidential and technical reports and follow up as necessary. (E)

2)  Serve as liaison to and assist faculty, students, staff, and the public with a variety of questions and issues; provide information concerning department activities and special events; explain applicable policies and procedures according to established guidelines; update and maintain policy and procedure manuals.  Exercise discretion and judgment without supervision in disseminating information.  Make recommendations to students as to appropriate channels to follow for grievances and other complaints. (E)

3)  Access enterprise systems to obtain information on and generate reports for budget, purchasing, student records, instructor schedules, and class rosters.  Assist faculty in reporting absences, off-campus meetings, and field trips.  Maintain departmental web pages and directories. (E)

4)  Type a variety of documents including correspondence, memos, lists, announcements, labels, instructional materials, and instructor evaluations, using independent judgment in arranging formats; independently compose and type correspondence and memos as required; maintain confidentiality of examinations and other information received; edit drafts and proofread final copy to assure accuracy.  Perform a wide variety of duties including posting information to logs, records and charts; receive, screen and distribute mail; duplicate a wide variety of items; take and transmit messages and route calls and visitors as necessary. (E)

5)  Organize and attend a variety of meetings.  Schedule rooms, prepare agendas and other materials for a variety of meetings; record, transcribe, prepare, and distribute comprehensive official minutes.

6)  Communicate with District and outside sources to resolve problems and coordinate maintenance and repair of district resources.

7)  Establish and maintain complex files.  Organize and maintain records and charts for specialized programs and departments; maintain account ledgers; set up and maintain confidential student files.

8)  Assist with travel arrangements; file reports of travel and reimbursement requests.

9)  Process purchase requisitions for goods and services; inventory, order, receive, shelve and distribute supplies. (E)

10)  Train, supervise, and provide work direction to student workers.

11)  Perform related duties as assigned.

KNOWLEDGE OF:

1) District organization, operations, policies and objectives.

2) Modern office practices, procedures and equipment.

3) Recordkeeping techniques.

4) Applicable sections of State Education Code and other applicable policies and procedures.

5) Basic web page maintenance.

6) Research methods and report writing techniques.

7) Interpersonal skills using tact, patience and courtesy.

8) Correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY TO:

1) Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.

2) Understand and follow oral and written directions.

3) Operate a variety of office equipment, including computer and appropriate software.

4) Work independently without direct supervision.

5) Work confidentially, applying discretion.

6) Learn the terminology, technical subject matter, objectives, goals and precedent of assigned department(s).

7) Type 60 words net per minute from clear copy.

8) Compose effective correspondence independently.

9) Perform research and prepare reports and summaries independently.

10) Plan and organize work with constant interruptions.

11) Communicate effectively with students, staff, faculty, administrators, community, and state representatives.

12) Edit and proofread accurately.

13) Analyze difficult and sensitive situations accurately and adopt an effective course of action.

14) Establish and maintain cooperative and effective working relationships with others.

15) Prioritize and organize workload to perform duties and meet schedules and timelines in an efficient manner.

16) Lift objects weighing up to 25 pounds.

17) Train and provide work direction to others.

18) Add, subtract, multiply and divide quickly and accurately.

19) Work as a member of a team. 

20) Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

MINIMUM QUALFICATIONS

1) Education equivalent to an associate degree (any degrees/coursework used to meet this requirement must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation; transcripts must provide evidence of successful completion of at least 12 semester units of general education coursework).

2) Two years of closely related work experience.  (NOTE:  a “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.)

3) Passing score on the secretarial in-basket test.

4) Ability to type/keyboard at 60 net words per minute.

DESIRABLE QUALIFICATIONS:

1) Strong current computer skills using software applications such as Microsoft Office Word, Excel, Adobe Acrobat, and Adobe Contribute.

2) Experience doing basic web page design and maintenance.

APPLICATION PROCEDURE:  If you have not previously passed the MiraCosta College secretarial in-basket test, you are expected to be present on Friday, June 29, 2012, 2:30 - 4:00 p.m. to take the test.  The test will not be given at any other time.  Failure to take the test at the appointed time and place will eliminate you from the applicant pool.  The test will be held in Rooms 3101 and 3102 on the Oceanside campus at One Barnard Drive, Oceanside, CA, 92056.  A visitor parking permit is required and can be obtained at the Parking Office, Bldg. 1100. To view the Oceanside campus map, go to http://www.miracosta.edu/officeofthepresident/pio/downloads/map_ocn.pdf.  The test will begin promptly at 2:30 p.m.  No one arriving after 2:30 p.m. will be admitted.  Please call Human Resources at (760)795-6860 if you have any questions.

Apply and submit application materials online at http://apptrkr.com/255664. Once you are in the online application system, we strongly advise you to read the FAQs (Frequently Asked Questions) and the information on “How to Apply” before starting the application process.

In order to be considered for this position, you must submit the following items (do not submit additional materials as they will not be reviewed):

1) Classified application which includes your complete employment history.

2) Cover letter addressed to the “Selection Committee" which explains how you meet the minimum and desirable qualifications and relates your experiences relative to the representative duties listed in this job posting.

3) Current resume.

4) Keyboarding/typing certificate verifying your typing speed of 60 net words per minute.  Self-administered online typing test results are acceptable.  Official certificates are not required.  Results must clearly state your name, net words per minute, and name of the source used for the keyboarding/typing test.  Please review this document after you have attached it in the online system.

5) Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated above.  Legible unofficial transcripts are acceptable but must state that the degree has been awarded, if applicable. Transcripts from a college or university outside of the United States must be accompanied by a detailed evaluation from a formal evaluation agency. A list of agencies can be found at http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.

The screening and interview committee will review application materials two to four weeks following the closing date.  Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis (TB) test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance. 

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at (760)795-6854 at least five days prior to the application deadline. 

MiraCosta College is an Equal Opportunity Employer and is committed to providing an educational environment which affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion.  

Retired STRS members are not eligible for this position.

PHYSICAL EFFORT OF THE POSITION:  Primarily sedentary with intermittent standing, walking, bending and stooping. Occasional light lifting and carrying of objects weighing 25 pounds or less.  Ability to work at computer, including repetitive use of computer keyboard, mouse or other control devices. Ability to travel to a variety of locations on and off campus as needed to conduct District business.

EMOTIONAL EFFORT OF THE POSITION:

Ability to develop and maintain effective working relationships involving interactions and communications in person, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis.  Ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities.  Ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities. 

WORKING CONDITIONS OF THE POSITION:

Primarily works in an office environment. Subject to frequent interruptions by individuals in person or by telephone.  Intermittent exposure to individuals acting in a disagreeable fashion.  May work at any district location or authorized facility during day and/or evening hours.  Occasional local travel may be requested.

MIRACOSTA MISSION STATEMENT AND INSTITUTIONAL GOALS:

The MiraCosta Community College District mission is to provide educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves. 

Goal I. MiraCosta Community College District will become a vanguard educational institution committed to innovation and researched best practices, broad access to higher education, and environmental sustainability. 

Goal II. MiraCosta Community College District will become the institution where each student has a high probability of achieving academic success. 

Goal III. MiraCosta Community College District will institutionalize effective planning processes through the systematic use of data to make decisions. 

Goal IV. MiraCosta Community College District will demonstrate high standards of stewardship and fiscal prudence. 

Goal V. MiraCosta Community College District will be a conscientious community partner. 

THE DISTRICT, STAFF, AND STUDENTS:

The MiraCosta Community College District is one of California's 112 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, and parts of Carmel Valley. The single college district is governed by a seven-member Board of Trustees who are elected at large from each of the district's seven communities. 

MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities. 

The college's fee-based Community Education program provides a wide variety of classes, workshops, and excursions. Tuition-free, noncredit classes also present a variety of learning opportunities at the Community Learning Center and throughout the community. 

MiraCosta College partners with the North San Diego Small Business Development Center, which provides service to all of North San Diego and Imperial Counties.

MiraCosta College employs 178 full-time faculty, 259 regular classified staff, and 15 academic administrators. An additional 500 associate faculty teach in the credit and noncredit programs, and about 150 educators or contract staff provide community service activities. MiraCosta students are diverse, including representation from all of California's major racial/ethnic groups and ages. Diversity is also evidenced by student-veterans, reentry students, individuals with disabilities, and international students. The district boasts a long history of commitment to collegiality, civility, and mutual respect. 

THE SITES:

The district consists of three campus sites and a robust online education program. 

The Oceanside Campus, serving about 12,000 credit students, has been located since 1964 on a panoramic 121-acre hilltop site with views of the ocean and mountains. 

The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, on 48 acres below the bluffs overlooking the San Elijo Lagoon Reserve. The San Elijo Campus opened in September 1988, and now attracts about 3,000 credit students. 

The Community Learning Center in downtown Oceanside hosts about 4,000 students in the college's noncredit classes including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes as well as some college credit classes. 

ACCREDITATION:  

The Accrediting Commission for Community and Junior Colleges (Western Association of Schools and Colleges) reaffirmed the district's accreditation status in 2010. 

THE AREA:

Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Interstate 5, Amtrak, and Carlsbad regional airport provide easy access to either metropolis and to Mexico. The district, which extends 25 miles along the Pacific Ocean from Camp Pendleton Marine Corps Base to the city of San Diego, attracts diverse ethnic and socioeconomic populations who live in urban and suburban communities. The intellectual environment is enhanced by the college's proximity to the University of California San Diego, California State University San Marcos and other institutions of higher education. Along with numerous theaters, galleries, and museums, residents enjoy a moderate year-round climate, which provides many opportunities for outdoor activities.

CAMPUS SAFETY:   As per the Clery Act of 1998, the campus security report can be found at http://www.miracosta.edu/studentservices/police/downloads/safety_report.pdf

MiraCosta College 

Attn: Human Resources  

1 Barnard Drive  

Oceanside CA 92056 

Questions? E-mail jobs@miracosta.edu or call (760)795-6854.

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