Military Contract Education Technician Intermediate

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Military Contract Education Technician Intermediate

Salary

$44,076.00 - $53,736.00 Annually

Location

Fountain Valley, CA

Job Type

Classified Staff

Job Number

C-013-17

Division

Coastline Community College

Opening Date

01/13/2017

Closing Date

1/30/2017 11:59 PM Pacific

Definition

Under the direction of an assigned supervisor, perform a variety of technical duties in support of contract education and military programs including admissions, records, registration, outreach, transcript evaluation and/or degree plan functions; serve as a technical resource to students and education organizations regarding contract education, military programs, registration, admissions, records and related functions; prepare and maintain a variety of manual and automated records, reports and files in accordance with contract requirements.
 
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

  1. Perform a variety of technical duties in support of contract education and military programs including admissions, records, registration, outreach, transcript evaluation and/or degree plan functions; coordinate admissions, records and evaluation service functions to meet program and student needs; assist in assuring related activities comply with established policies, procedures and contract requirements.
  2. Compile, assemble, verify and evaluate a variety of student, program and other data and information; prepare and maintain a variety of records, reports and files related to students, programs, enrollment, transcripts, admissions, applications, grades, registration, correspondence and assigned activities in accordance with established time lines and contract requirements.
  3. Serve as a technical resource to students, College personnel, outside agencies and others regarding contract education, military programs, registration, admissions, evaluations, and related functions; respond to inquiries and provide technical information concerning related services, forms, documents, fees, guidelines, requirements, processes, laws, codes, rules, regulations, policies and procedures.
  4. Evaluate transcripts to determine allowable credits and course equivalencies; verify courses, grades and credits; establish, maintain, distribute and update student files; process, verify and update student academic records and files with grades, transcripts, changes and other educational data and information; generate, duplicate and distribute academic records as requested.
  5. Input and update student admissions, registration, degree plans, and a variety of other data and information in an assigned computer system; coordinate the preparation of data for input; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate computerized reports and documents; assure accuracy of input and output data.
  6. Prepare and develop program agreements for military students in accordance with established policies and guidelines; compose, prepare, type and distribute a variety of correspondence such as letters, lists, forms, degree charts and notices; review, revise, edit, format and proofread a variety of documents and information.
  7. Prepare, print, generate, distribute, receive, process and evaluate student records and registration, enrollment and various other forms, applications and related records and documents; review forms, applications and supporting documentation to assure accuracy and completeness; request additional student information and identify and correct application errors.
  8. Serve as a liaison and coordinate communications, information and services related to contract education and military programs and assigned functions between the College, students, other departments and programs, contractors, governmental organizations, outside agencies and the public; resolve related issues and conflicts in a proper and timely manner.
  9. Provide outreach services to facilitate and enhance student knowledge of and participation in contract education and military programs; attend education fairs and special events as assigned; compile, assemble and distribute outreach and informational materials regarding programs and services; prepare and deliver oral presentations.
  10. Assist military and other students with degree plans, evaluations, admissions and registration process; assist students with completing transcript requests, petitions, grade requests and other forms and applications; contact students, other departments and outside agencies to request and verify transcripts and information.
  11. Communicate with College personnel, students and various outside agencies to exchange information and resolve issues or concerns.
  12. Operate a variety of office equipment including a copier, fax machine, computer and assigned software.
  13. Refer students to other programs, services and College and community resources as appropriate; follow up on students to assure educational needs are being met.
  14. Research and maintain current knowledge of laws, rules, regulations, policies and procedures related to contract education and military programs.
  15. Provide technical assistance to supervisory and administrative staff in preparing specialized reports and resolving complex issues, problems and discrepancies as needed.
  16. Perform related duties as assigned.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS
 
Knowledge of:

  1. Processes, practices, terminology, policies and objectives of assigned programs and activities.
  2. Methods, practices, terminology and procedures used in admissions and records.
  3. Terminology, processes and operations of assigned office and functions.
  4. Technical practices, procedures and techniques involved in the processing of enrollment forms and applications and related student registration activities.
  5. Correct English usage, grammar, spelling, punctuation and vocabulary.
  6. Interpersonal skills using tact, patience and courtesy. 
  7. Operation of a computer and assigned software.
  8. Oral and written communication skills.
  9. Record-keeping and filing techniques.
  10. Modern office practices, procedures and equipment.
  11. Business letter and report writing, editing and proofreading.
  12. Methods of collecting and organizing data and information.
  13. Data control procedures and data entry operations.
  14. Basic public relations techniques.
  15. FERPA (Family Educational Rights and Privacy Act) Protect the confidentiality of student educational records in accordance with FERPA, California law and college policies.
Ability to:
  1. Perform a variety of technical duties in support of contract education and military programs including admissions, records, and registration, outreach and transcript evaluation functions.
  2. Serve as a technical resource to students, College staff, outside agencies and others regarding contract education, military programs, registration, admissions, records and related functions
  3. Compile, assemble, verify and evaluate various student, registration and other data and information.
  4. Establish and maintain records and files and prepare a variety of reports.
  5. Prepare, print, generate, distribute, receive, process and evaluate various forms, applications and related records and documents.
  6. Evaluate transcripts to determine allowable credits and course equivalencies.
  7. Provide outreach services to facilitate and enhance knowledge of and participation in programs.
  8. Learn, interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.
  9. Utilize a computer to input and update data, maintain automated records and files, and generate computerized reports and documents.
  10. Type or input data at an acceptable rate of speed.
  11. Work independently with little direction.
  12. Meet schedules and time lines.
  13. Communicate effectively both orally and in writing.
  14. Establish and maintain cooperative and effective working relationships with others.
  15. Operate a variety of office equipment including a computer and assigned software.

Education and Experience:
  1. Any combination equivalent to:  graduation from high school and three years increasingly responsible clerical experience involving frequent public contact and two years experience working with college admissions, student records or closely related functions.

 

Conditions of Employment

This is a full-time, specially-funded, 12-month per year, classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be 8:00am to 5:00pm, Monday through Friday, with some flexibility required to meet the needs of the department. The effective date of employment will be arranged with the supervisor. 

  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
  • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
PAY PHILOSOPHY: 
Starting salaries for support staff positions begin at Step-1 of the salary range. Employees hired prior to April 1 of each year will move to the next step on the upcoming July 1. Employees hired on or after April 1 of each year will move to the next step the following July 1. All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

APPLICATION REQUIREMENTS:  To be considered for this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:

  1. A complete Coast Community College District Online Employment Application.
  2. A current resume (as a separate attachment - PDF recommended).
  3. A cover letter (as a separate attachment - PDF recommended).
  4. Answers to all supplemental questions (please provide clear, thorough responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not put "see resume" or "N/A").
Submission of all required application information and materials is the responsibility of the applicant.


APPLICATION PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:
  1. All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
  2. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.
  3. If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.
WORK ENVIRONMENT AND PHYSICAL DEMANDS:
  1. Dexterity of hands and fingers to operate a computer keyboard.
  2. Hearing and speaking to exchange information in person and on the telephone.
  3. Sitting or standing for extended periods of time.
  4. Seeing to read a variety of materials.
  5. Bending at the waist, kneeling or crouching to file and retrieve materials.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College.  The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services.  Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs. 
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States.  Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.

Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information. 

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A complete Coast Community College District Online Employment Application 2. A current resume (as a separate attachment - PDF recommended) 3. A cover letter (as a separate attachment - PDF recommended) 4. Answers to all supplemental questions (clear, thorough responses required for evaluation purposes)
  • Yes
  • No
02
Briefly describe how your educational background and professional experiences meet the minimum education and experience qualifications and have prepared you for this position. Please specify any combination equivalent to graduation from high school, three years increasingly responsible clerical experience involving frequent public contact, and two-years' experience working with college admissions, student records or closely related functions.
03
Describe your experience in maintaining accurate records from a variety of sources. How did you use a computer to input, manage, report, and organize the data? Please give specific examples, including the types of software, database and web-based programs you have used and the types of projects or tasks you performed.
04
Describe your experience with data security and protecting the confidentiality of student educational records.
05
Describe your experience serving as a technical or informational resource, to students or members of the public, while providing information concerning related services, forms, requirements, regulations, policies and/or procedures primarily using telephone, email and/or computer portals.

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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