MIRACOSTA COLLEGE
CLASS TITLE:
RETENTION SERVICES SECRETARY
BASIC FUNCTION:
Under the direction of the Faculty Director of Retention Services, provide technical expertise and
implementation of budget and office management principles of the Tutoring and Academic
Support Centers; supervise the work direction of part-time campus aides and ensure effective
customer service; provide administrative support for the faculty director.
REPRESENTATIVE DUTIES:
1. Arrange peer tutor-related staffing processes; analyze records and applications of peer tutors;
determine staffing requirements; advise applicants in all aspects of program operation; ensure
completion of new hire forms and personnel requisitions.
2. Organize peer tutors in applicable areas of work assignments; process and refer intra-staff
conflict; monitor and meet program goals and expectations related to faculty, staff, and
students; ensure tutee confidentiality. (E)
3. Ensure fair distribution of tutoring assignments; determine tutee needs related to subject area
or study skills deficit; maintain tutee records; organize and process tutee and faculty
evaluations.
4. Arrange with faculty members, counselors, and learning disabilities staff referral of new and
current tutees as needed; determine services available to address specialized tutee learning,
personal, and social needs; make referrals to appropriate college services and personnel;
communicate with special programs (EOPS, DSPS, etc.) (E).
5. Develop training modules and conduct training for campus aides in all areas of Tutoring and
Academic Support Center’s operations; familiarize staff with resources, appointment-related
policies and procedures, customer service techniques, and responsibility to center staff, tutors
and students; conduct interviews of campus aide applicants. (E)
6. Manage specific budget elements (Basic Skills and Writing Center); use district accounting
software to manage, monitor, project, and report department budget trends; process transfer
and augmentation needs and requests; schedule travel arrangements; file reports of travel
and reimbursement requests; develop, prepare, and follow-up purchase requisitions. (E)
7. Collaborate with Writing Center staff on budget, scheduling and planning, and front desk
operations; process and refer joint staff and tutee issues; coordinate joint staff meetings;
address work flow needs of two departments; act a representative of Writing Center.
8. Compose and prepare a variety of correspondence relating to Retention Services and
Tutoring and Academic Support Center business; invite faculty nominations of tutors, invite
tutor candidate applications, participate in new tutor interviews and training and confirm tutor
assignments; monitor student tutor/peer mentor satisfactory academic progress.
9. Organize the Tutoring and Academic Support Center by facilitating front desk inquiries;
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/19/09
RETENTION SERVICES SECRETARY
2
telephone reception; identifying maintenance needs; assign and delegate tasks to campus
aide staff inclusive of data entry, public reception, appointment scheduling, telephones,
copying, etc; analyze, interpret, and apply district and departmental policies and procedures
related to tutoring and academic support. (E)
10. Across all district sites, coordinate department peer tutor, graduate intern, and office assistant
payroll; collect and audit documentation supporting tutor, graduate intern, classified staff time
logs; compute and categorize tutor pay according to work study, instructional department lab,
and District-funded accounts; prepare timecards; provide confidential and efficient record
keeping. (E)
11. Act as Faculty Director liaison to administrators, faculty, staff, and community members;
consult with faculty director on tutee, tutor, and staff issues; schedule and prepare agendas
and other materials for meetings; attend faculty and staff committee meetings and take
business notes; transcribe, prepare, and distribute minutes as required; maintain
confidentiality of information.
12. Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Tutoring and Academic Support Center program goals, objectives, policies, procedures, and
practices.
Student academic support needs.
Payroll procedures and operations.
Leadership principles and techniques applicable to District staff, peer tutors, campus aides and
other student employees.
Recruitment and training principles and techniques.
Budget management and financial and statistical recordkeeping techniques.
Computer applications for financial, scheduling, recordkeeping, and word processing
applications.
Interpersonal skills using tact, patience, and courtesy.
District organization, operations, policies, and objectives.
Applicable sections of State education code and other applicable laws.
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.
Analyze and interpret budget reports.
Document and revise information, records, reports and correspondence.
Interview students and determine eligibility to tutor.
Process, review, and approve tutor applications.
Perform oversight and technical tutoring program duties.
Provide specialized assistance, information, and referrals to tutees.
Interpret, apply, and explain rules, regulations, policies, and procedures.
Maintain records.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/19/09
RETENTION SERVICES SECRETARY
3
Communicate effectively both orally and in writing.
Type at 60 words net per minute from clear copy.
Organize and assemble data and prepare reports.
Work independently and apply sound decision making principles.
Establish and maintain effective working relationships with others.
Meet schedules and timelines.
Work confidentially with discretion.
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 and two years of increasingly
responsible work in an educational or other human services field.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Campus aides and peer tutors.
CONTACTS:
Students, faculty, staff, lab supervisors, and the public.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending or stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; light to moderate 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 from
diverse backgrounds on a regular, on-going basis; ability to work effectively with minimal
supervision and under pressure on multiple tasks concurrently while meeting established
deadlines and changing priorities.
WORKING CONDITIONS:
Primarily busy office environment; frequent to constant contact with and interruptions by
individuals in person or by phone; intermittent exposure to impatient, 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
8/19/09