RETENTION SERVICES SECRETARY1
MIRACOSTA COLLEGE
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function8/19/09
RETENTION SERVICES SECRETARY1
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:
- 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.
- 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)
- 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.
- 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).
- 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)
- 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)
- 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.
- 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.
- Organize the Tutoring and Academic Support Center by facilitating front desk inquiries; 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)
- 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)
- 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.
- 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.
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 function8/19/09