Staff Aide - Global Engagement, International Admissions

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Staff Aide - Global Engagement, International Admissions

Salary

$48,224.75 - $58,681.37 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-017-18

Division

Orange Coast College

Department

SS/Enrol/InternCTR

Opening Date

09/25/2017

Closing Date

10/9/2017 11:59 PM Pacific

Definition

Under the direction of the Associate Dean, Global Engagement Center or assigned supervisor, to perform specialized administrative and student services functions related international student services.
DISTINQUISHING CHARACTERISTICS:
The Staff Aide (Global Engagement Center – International Admissions) 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 gradually increase in difficulty and responsibility.
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

  1. Provide specialized administrative work related to international applicants/students including, but not limited to, coordinating special programs and assisting with intensive English program students.
  2. Assist in conducting and participating in event coordination related to international students, including college fairs and conducting presentations at high schools and language schools in the local area.
  3. Prepare, complete and distribute a variety of forms and files relating to staff, program, campus, or district operations.
  4. Act as the Designated School Official (DSO) in Student Exchange and Visitor Information System (SEVIS) to issue initial I-20 or DS-2019 documents to international students. Assist with reporting and providing information to students about visa requirements and benefits.
  5. Participate in student club and campus events representing the Global Engagement Center, including coordinating the Global Engagement Center campus tour program for prospective international students.
  6. Assist in the preparation of reports by gathering and summarizing information from a variety of sources.
  7. Provide assistance related to international students and applicants; including but not limited to, assisting the front desk and helping students register for classes.
  8. Enter related international student activity data into District database system(s).
  9. Verify, maintain and update accounting records for the Global Engagement Center. 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 employees to provide explanation, clarification or additional information when appropriate.
  10. Consult relevant documentation, communicate with resource persons, analyze data and follow up as required.
  11. Provide information relating to sources of funding, department procedures and campus/district policies governing the Global Engagement Center operations.
  12. Conduct research projects related to international enrollment.
  13. Prepare, compile and distribute various reports utilizing a variety of source data. Includes mandatory state reporting concerning the Global Engagement Center.
  14. Assist staff in coordination of work concerning administrative operations, answering inquiries and processing applications; oversee the work of hourly and student personnel.
  15. Use word and data processing software. Update computerized applications and participate in their development.
  16. Compose correspondence relative to the activities of the Global Engagement Center. Create various documents such as letters, reports, statistical tables and administrative forms.
  17. Participate in Global Engagement Center meetings, record decisions and track action items; follow up as required.
  18. Ensure proper maintenance of Global Engagement Center filing system; apply archiving procedures.
  19. Participate in various administrative activities which are specific to the International Student Program and in special projects as assigned.
  20. Perform related duties as assigned.

Qualifications and Physical Demands

Knowledge of:

  1. Professional business communications, such as letter writing and report preparation.
  2. Modern office equipment and procedures.
  3. English usage, spelling, grammar, and punctuation.
  4. Business math and simple statistics.
  5. Principles of recordkeeping.
  6. Basic administrative practices.
  7. Administrative survey and reporting techniques.
  8. Basic technical and administrative principles, practices, and procedures of the assigned organizational/program unit.
  9. Organizational principles and relationships.
  10. Systems design and analysis.
  11. Fundamental research and data collection methods.
  12. Fundamental organizational principles.
  13. Sensitivity to the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
Ability to:
  1. Administer an assigned program which is limited in scope and well-defined.
  2. Comply with federal reporting requirements and procedures for international students.
  3. Provide moderate to complex administrative tasks.
  4. Communicate effectively with others, both orally and in writing.
  5. Read, understand, analyze, and apply complex written materials.
  6. Operate a calculator and computer terminal.
  7. Gather, compile, and analyze data.
  8. Make accurate observations and obtain objective information.
  9. Prepare and present reports in tabular, written, graphic, pictorial and oral form.
  10. Plan and organize work to meet deadlines.
  11. Work with many interruptions.
  12. Understand and carry out oral and written instructions.
  13. Plan, organize and complete clearly defined assignments with minimal supervision.
  14. Perform paraprofessional technical work in a general or specialized administrative area.
  15. Direct the work of assigned hourly staff.
  16. Devise and maintain record keeping and reporting systems.
  17. Analyze and solve problems of organization and management systems to implement solutions.
  18. Independently plan, organize and complete assignments with minimal amount of detailed instruction.
  19. Design and conduct research projects of moderate difficulty with clearly defined parameters.
  20. Perform professional work of average difficulty in a general or specialized administrative area.
  21. Work quickly and efficiently.
  22. Type at an acceptable rate of speed.
  23. Make detailed and accurate calculations.
  24. Establish and maintain effective relationships with those contacted in the course of work.
  25. Protect the confidentiality of student educational records in accordance with the Family Educational Rights and Privacy Act (FERPA), California law and college/district policies.
  26. Build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service.
  27. Demonstrate and foster acceptance and respect for individual differences.
 Education and Experience:
  1. Completion of at least one year of college level course work in related subject area.
  2. Minimum of two years progressively responsible experience analyzing problems of an organization and making recommendations related to duties and with significant student contact.
  3. Or, any combination of education and experience that would provide the required qualifications.
 
Desirable Qualifications: 
  1. Knowledge of Banner, FSA and other International Student databases. Experience working in an international office.
  2. Experience working with international students and applicants.
  3. Prior experience or familiarity with international admissions, including out-of-the country secondary education systems and transcript evaluation.
  4. Prior experience or familiarity with undergraduate recruitment or outreach.
  5. Prior experience serving as a Designated School Official (DSO) or familiarity with Student Exchange and Visitor Information System (SEVIS).

Conditions of Employment

This is a regular, full time, 12 month per year position. The normal hours of work are to be arranged between 8:00 a.m. and 5:00 p.m., Monday through Friday. 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: All movement on the salary schedule will occur July 1 of each year for all classified employees.
 

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://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.
 
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:
  1. A complete Classified/Management Employment Application.
  2. A current resume. (Attached as a separate document.)
  3. A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  4. Answers to Supplemental Questions.
 
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.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
 
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
  • Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information.
  • Seeing to read a variety of materials, and view a computer monitor. Sitting and standing for extended periods of time.
  • The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
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
How does your previous professional experience relate to working with international students?
03
Talk about your experiences working with diverse populations.
04
What is your experience coordinating diverse student services programs?
05
What is your philosophy in providing good customer service?
06
Provide an example of how you proposed an idea to your supervisor. What was the outcome?
07
Please share with us your international experience, whether it is professional or personal.
08
What is your experience with the Student Exchange and Visitor Information System?
09
What is your experience working in undergraduate admissions?
10
What is your experience working with individuals who are learning English?

Required Question

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Coast Community College District
Address
1370 Adams Avenue

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