MIRACOSTA COLLEGE
CLASS TITLE: INSTRUCTIONAL DIVISION SECRETARY
BASIC FUNCTION:
Under the direction of the Dean, Math and Sciences, 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:
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.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
INSTRUCTIONAL DIVISION SECRETARY
2
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:
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Recordkeeping techniques.
Applicable sections of State Education Code and other applicable policies and procedures.
Basic web page maintenance.
Research methods and report writing techniques.
Interpersonal skills using tact, patience and courtesy.
Correct English usage, grammar, spelling, punctuation and vocabulary.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a
variety of procedural situations.
Understand and follow oral and written directions.
Operate a variety of office equipment, including computer and appropriate software.
Work independently without direct supervision.
Work confidentially, applying discretion.
Learn the terminology, technical subject matter, objectives, goals and precedent of assigned
department(s).
Type 60 words net per minute from clear copy.
Compose effective correspondence independently.
Perform research and prepare reports and summaries independently.
Plan and organize work with constant interruptions.
Communicate effectively with students, staff, faculty, administrators, community, and state
representatives.
Edit and proofread accurately.
Analyze difficult and sensitive situations accurately and adopt an effective course of action.
Establish and maintain cooperative and effective working relationships with others.
Prioritize and organize workload to perform duties and meet schedules and timelines in an efficient
manner.
Lift objects weighing up to 25 pounds.
Train and provide work direction to others.
Add, subtract, multiply and divide quickly and accurately.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic
and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience equivalent to an Associate in Arts degree including and two years closely
related work experience.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09
INSTRUCTIONAL DIVISION SECRETARY
3
LICENSES AND OTHER REQUIREMENTS:
Some positions in this class may require a valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Train, supervise, and provide work direction to student workers.
CONTACTS:
Staff, faculty, administrators, students, vendors, other departments, coworkers, other colleges, public,
and community organizations.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and/or stooping; occasional light
lifting, carrying, pulling and/or pushing objects weighing 25 pounds or less; ability to work at
computer for extended periods of time, including repetitive use of computer keyboard, mouse or
other control devices; ability to travel and/or drive 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 appropriate 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 work effectively
under pressure on a variety of tasks concurrently while meeting established deadlines and
changing priorities.
WORKING CONDITIONS:
Primarily works in college instructional department environment; subject to many demands on time
and constant interruptions; intermittent exposure to angry and/or verbally aggressive individuals;
may be required to work at any district location during day and/or evening hours including
occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/29/09