Administrative Secretary to the Dean

Job Description:

Administrative Secretary to the Dean

Description

ADMINISTRATIVE SECRETARY TO THE DEAN

Click here for the full Job Description/Classification Specification

CSEA Range 27 ; Full-time/Non-Exempt; 40 hours per week; 12 months per year

Projected Recruitment Timeline

Anticipated Application Screening Period: November 14-24, 2025

Tentative Zoom Interviews: Week of December 1, 2025

Tentative In-person Interviews: Week of December 8, 2025

Anticipated Start Date: January 2, 2026

POSITION HIGHLIGHTS

The Administrative Secretary to the Dean's primary and most important job function is to directly support the Dean of Instruction of the assigned division. In addition, this position supports a wide range of staff and faculty in multiple departments. The successful candidate will demonstrate commitment to Butte College’s goals and objectives of providing quality programs and services for culturally, socio-economically, ethnically, and academically diverse students and students with disabilities. This candidate will possess personal qualities to work effectively and with sensitivity in a multicultural environment, and an awareness of and commitment to meeting the needs of non-traditional and re-entry students with diverse abilities and interests.

This position assists the Dean with all aspects of running an instructional area, including coordinating faculty and staff evaluations, preparing communications and materials for meetings, and applying a high level of confidentiality, responsibility, and judgment.

The successful applicant should possess the ability to coordinate many different clerical tasks and interpret policies and procedures, provide leadership and guidance for staff, and act as the liaison between the Office of Instruction and the Dean’s area. This position provides daily oversight of multiple large budgets, including tracking expenditures, purchasing, paying invoices, projecting expenses, preparing budget transfers, and anticipating program fiscal needs.

The successful candidate will utilize a variety of computer software and programs for efficient office operations. This includes performing advanced-level document production including complex formatting of documents, creating spreadsheets, and establishing and maintaining databases.

Work Schedule

The work schedule is Monday through Thursday, 7:30 a.m. to 5:00 p.m., and Friday, 8:00 a.m. to 12:00 p.m. Over the summer the schedule changes to Monday through Thursday, 7:00 a.m. to 5:00 p.m. with Friday off.

Minimum Qualifications

• Associate’s Degree in office information systems or a related field or the equivalent*; AND
  
  
• Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
  
  
• Graduation from high school, G.E.D. or the equivalent**
  
  

* Associate’s Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year

(24-30 units) of college. Work experience must be in an office setting.

** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

Diversity Qualifications

Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation and ethnic backgrounds of community college students and staff.

APPLICATION INSTRUCTIONS

All applicants, including current Butte College employees, must complete and submit an online application with all required attachments to move forward. All fields within the application should be completely and thoroughly filled out. Do not skip application fields by inputting "see resume. "

Required Attachments

• Resume or Vita: Attach a resume that aligns with the information provided in your application.
  
  
• Diversity Essay: The Butte-Glenn Community College District has a very diverse staff and student population with respect to academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds. In your Diversity Essay , please describe your skills, education, professional development, community involvement, and professional experience working with these diverse groups.
  
  

REQUIRED UPON HIRE

Transcripts of academic work are not a required attachment with the application but may be required upon hire.

• Offers of employment are contingent upon the submission of official transcripts showing completion of the degree that minimally qualified the applicant.
  
  
• If the position has an education equivalency component within the minimum qualifications and the applicant qualified under equivalency, transcripts may not be required upon hire.
  
  
• Foreign transcripts must include a U.S. evaluation and translation. For list of agencies that provide this service, click here .
  
  

PRE-EMPLOYMENT REQUIREMENTS

• The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
  
  
• Education Code § 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that they are free of active tuberculosis.
  
  
• As a condition of employment, the District requires that you provide fingerprints prior to beginning work. You may be fingerprinted at Butte College Human Resources by appointment, or you may be fingerprinted at another agency. Should you be fingerprinted at another agency, the rolling fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility at the time of printing.
  
  

AD DITIONAL RESOURCES FOR APPLICANTS

Application Tips for Success

For helpful tips and guidance on navigating our application submission and recruitment process, please refer to the document below.

• Application Tips for Success
  
  

Travel and Relocation Accommodations

For candidates traveling more than 80 miles to attend an onsite interview at Butte College, you may be eligible for travel reimbursement. And if hired, consider our relocation incentives below.

• Travel Reimbursement for Interviews
  
  
• Relocation Incentive
  
  
• Housing Resources
  
  

Butte Glenn Community College District (BGCCD) IS AN EQUAL OPPORTUNITY EMPLOYER: To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. Butte Glenn Community College District is committed to creating a diverse workforce focused on equity, inclusion, and accessibility for all faculty, staff, administrators, managers, and students. The District is dedicated to building an environment that supports our diverse student populations providing opportunities to mentor, encourage, and prepare our students to be successful in the world and expose them to global perspectives. Our District community of professionals is devoted to enriching our students' lives by bringing to light a variety of ways to engage and discover their individual and collective paths through education.

BGCCD is committed to the principles of equal employment opportunity. It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, gender identity, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.

The eligible list established from this recruitment will be used to fill the current vacancy and possibly future vacancies for positions with the same class specification.

The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.

Closing Date/Time: Wed, 12 Nov 2025

Salary:

5111 - 6229.65 Monthly