MIRACOSTA COLLEGE
CLASS TITLE:
ADMINISTRATIVE SECRETARY - Academic Senate
BASIC FUNCTION:
Under the direction of the Vice President, Instructional Services, perform a wide variety of
responsible and complex secretarial and coordinating duties for members of the faculty of the
college through the offices of the Academic Senate President and the FLEX/Professional
Development Program (PDP) Coordinator, and for the Chairs of the Sabbatical Leave
Committee (SLC), and the Salary Advancement Committee (SAC).
REPRESENTATIVE DUTIES:
1.
Serve as secretary to the Academic Senate President, FLEX/PDP Coordinator, and
Chairs of the Sabbatical Leave Committee (SLC), and the Salary Advancement
Committee (SAC). (E)
2.
Organize and coordinate the flow of activities throughout the office in relation to priorities,
schedules, and deadlines. Maintain historical files of Academic Senate Council and other
faculty and Senate meetings.
3.
Maintain and track records related to Flex/PDP including Flex activities, equipment
inventory, requests for travel funds, and evaluation forms. Verify Flex activities, and
verify/approve transcripts and timesheets for associate faculty members. Respond to
questions and disseminate information about the Flex program to both full-time and
associate faculty. (E)
4.
Maintain and administer the PDP library, including checkout logs.
5.
Assist faculty with the use of the Flex/PDP electronic database. (E)
6.
Coordinate/arrange committee meetings, Academic Senate Council and Flex retreats and
campus tours.
7.
Assemble, prepare, and distribute committee agendas and supplemental materials; attend
committee meetings; take and transcribe dictation, including confidential material.
Prepare comprehensive official minutes; maintain records of various committees,
including records for state audit purposes. (E)
8.
Research and compile data; verify accuracy. Perform data entry and prepare reports as
directed for assigned programs.
9.
Review, update, and inform committee chairs, administrators and others of timelines to
assure timelines are met. Update, duplicate, and distribute memos and/or flyers with
impending timeline information.
10.
Make travel arrangements and prepare reimbursement requests.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
3/21/13
ADMINISTRATIVE SECRETARY – ACADEMIC SENATE
2
11.
Maintain Academic Senate checking account; monitor current district budget information
for various programs (Academic Senate, Flex/PDP, Outcomes & Assessment). Process
purchase requisitions, open purchase orders, and invoice payments through PeopleSoft.
Generate personnel requisitions for faculty and guest facilitators. (E)
10.
Maintain and update websites for Academic Senate and Flex/PDP.
11.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, institutional goals, policies, and objectives.
Modern office practices, procedures, and equipment.
Research methods.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Recordkeeping techniques.
Basic math.
Oral and written communication skills.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience, and courtesy.
Telephone techniques and etiquette.
ABILITY TO:
Learn to interpret, apply, and explain rules, regulations, policies and procedures, and apply them
in a variety of procedural situations.
Perform complex and technical secretarial work; perform a variety of duties in support of
functions delegated to assigned Academic Senate leaders.
Operate a variety of office equipment, including computer and appropriate software; perform
advanced-level word processing functions including complex formatting of documents.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Analyze situations accurately and adopt an effective course of action.
Type 60 words net per minute; transcribe meeting minutes, and maintain historical minutes
files.
Work independently with little or no direction.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Plan and organize work.
Prepare reports by gathering and organizing data from a variety of sources.
Work confidentially with discretion.
Make arrangements for meetings, workshops, retreats and conferences.
Maintain a variety of files, records and statistics.
Communicate effectively both orally and in writing.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
3/21/13
ADMINISTRATIVE SECRETARY – ACADEMIC SENATE
3
EDUCATION AND EXPERIENCE:
Education and experience equivalent to Associate in Arts degree, including or supplemented by
courses in secretarial science and two years of directly related work experience, including
advanced-level computer applications.
LICENSES AND OTHER REQUIREMENTS:
Not applicable.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not applicable.
CONTACTS:
Faculty, coworkers, members of the public, students and vendors.
PHYSICAL EFFORT:
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:
Ability to develop and maintain effective working relationships involving interactions and
communications personally, 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:
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 with
occasional evenings, and/or weekends on an as-needed basis. Occasional local travel may be
requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
3/21/13