Staff Aide (Student Health Center)

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Staff Aide (Student Health Center)

Salary

$3,957.00 - $4,815.00 Monthly

Location

Huntington Beach, CA

Job Type

Classified Staff

Job Number

G-007-18 (G-013-17)

Division

Golden West College

Opening Date

04/27/2017

Closing Date

5/11/2017 11:59 PM Pacific

Definition

Under the general supervision of the Director of the Student Health Center (SHC), the Staff Aide classification performs general administrative work at a paraprofessional level involving limited scope and difficulty. Work assignments are initially defined and subject to review as to progress and results.  Assignments may gradually increase in difficulty and responsibility. 

EXAMPLES OF DUTIES:  Duties may include, but are not limited to, the following:
a. Prepare, complete and distribute a variety of forms and files relating to staff, program or campus operations.
b. Verify, maintain and update a variety of records for the assigned area. May monitor and reconcile accounts, statements and reports. Identify and analyze discrepancies and errors; make corrections, process adjustments and follow up on problems. Liaise with various departments and staff to provide explanation, clarification or additional information when appropriate.
c. Consult relevant documentation, communicate with resource persons, analyze data and follow up as required. Provide information relating to sources of funding, department procedures and campus policies governing the assigned area operations.
d. Prepare, compile and distribute various reports utilizing a variety of source data.
e. Assist staff in performance of work concerning administrative operations; oversee the work of hourly and student personnel.
f. Use word and data processing software. Update computerized applications and participate in their development. Use medical software and electronic medical records.
g. Compose correspondence relative to the activities of the assigned area. Type various documents such as letters, reports, statistical tables and administrative forms.
h. Participate in meetings, record decisions and track action items; follow up as required.
i. Ensure proper maintenance of filing system; apply archiving procedures.
j. Participate in various administrative activities which are specific to the assigned area and special projects, including budget & purchasing procedures.
k. Perform related duties as assigned by the Director of SHC.
l. Protect the confidentiality of student educational records in accordance with the Family Education Rights Privacy Act (FERPA), the Health Insurance Portability and Accountability Act of 1996 (HIPPA), California law, and college policies.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS
Knowledge of:

  1. Modern office equipment and procedures.
  2. English usage, spelling, grammar, and punctuation.
  3. Business math and simple statistics.
  4. Principles of recordkeeping.
  5. Basic administrative practices.
  6. Administrative survey and reporting techniques.
  7. Basic technical and administrative principles, practices, and procedures of the assigned organizational/program unit.
  8. Organizational principles and relationships.
  9. Systems design and analysis.
  10. Fundamental research and data collection methods.
  11. Fundamental organizational principles.
  12. Medical software and electronic medical records.

Ability to:
  1. Read, understand, analyze, and apply complex written materials.
  2. Operate a calculator and computer terminal.
  3. Type at an acceptable rate.
  4. Gather, compile, and analyze data.
  5. Make accurate observations and obtain objective information.
  6. Make detailed and accurate calculations.
  7. Protect the confidentiality of student educational records in accordance with the Family Education Rights Privacy Act (FERPA), HIPPA, California law and college policies.
  8. Prepare and present reports in tabular, written, graphic, pictorial and oral form.
  9. Plan and organize work to meet deadlines.
  10. Understand and carry out oral and written instructions.
  11. Plan, organize and complete clearly defined assignments with minimal supervision.
  12. Perform paraprofessional technical work in a general or specialized administrative area.
  13. Direct the work of assigned staff.
  14. Devise and maintain record keeping and reporting systems.
  15. Analyze and solve problems of organization and management systems to implement solutions.
  16.  Independently plan, organize and complete assignments with minimal amount of detailed instruction.
  17. Design and conduct research projects of moderate difficulty with clearly defined parameters.
  18. Perform professional work of average difficulty in a general or specialized administrative area.
  19. Administer an assigned program which is limited in scope and well-defined.
  20. Establish and maintain effective relationships with those contacted in the course of work.
  21. Demonstrate and foster acceptance and respect for individual differences.
  22. Build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service.

Education and Experience:
  1. Minimum of two years progressively responsible administrative support or clerical experience. 
  2. Or, any combination of education and experience that would provide the required qualifications.

Conditions of Employment

This is a regular, full-time, 10-month per year classified position. The normal hours of work will be between 8:00am to 6:00pm, Monday through Thursday, and between 8:00am to 12:00pm on Fridays; 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. 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 (uploaded as a separate attachment - PDF recommended).
  3. A cover letter (uploaded as a separate attachment - PDF recommended).
  4. Answers to all supplemental questions (please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or 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. The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  2. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
  3. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  4. A detailed list of physical demands and work environment is on file and will be provided upon request.

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 completed Coast Community College District Online Employment Application 2. A current resume (uploaded as a separate attachment - PDF recommended) 3. A cover letter (uploaded as a separate attachment - PDF recommended) 4. Clear and detailed responses to all supplemental questions (required for evaluation purposes)
  • Yes
  • No
02
Please describe how your educational background and professional experiences have prepared you for this position.
03
What experiences have you had using computer spreadsheets, databases, electronic medical records, and word processing programs? Please give examples, including level of complexity and accuracy.
04
Please describe your approach to organizing and prioritizing your workload in a busy environment in a way that allows you to meet various deadlines while still maintaining accuracy.
05
What key assets or strengths would you bring to this position?
06
Describe a time that you had to work without direct supervision. Have you ever had to make decisions when your supervisor was not available?
07
If a very loud and unreasonable student is upset and yelling in the middle of the office. How do you proceed in assisting to resolve this situation?
08
Describe your experience working in a college or higher educational setting.

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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