Staff Specialist - Office of Instruction

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Staff Specialist - Office of Instruction

Salary

$50,686.56 - $61,667.23 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-025-18

Division

Orange Coast College

Department

IS

Opening Date

09/29/2017

Closing Date

10/12/2017 11:59 PM Pacific

Definition

Under the direction of the Vice President of Instruction, to perform specific specialized technical and administrative level work for the Office of Instruction requiring in-depth analysis of administrative, business, and student programs; including assisting with curriculum maintenance and class schedule development, maintenance, and publication; assist in design and/or format of the college catalog, new forms, bulletins, and manuals, explain practices, policies and procedures; maintenance of college's web page for class schedule information; maintain and update data for standard and specialized educational and business software, and liaison between Instruction and other instructional divisions. Analyze and problem solve on varying levels of difficulty.
 
Assignments of work area are generally defined, but methods and procedures to be followed may be independently derived subject to higher-level review. Progress review is generally limited to specific problem areas.  Significant aspects of work are reviewed upon completion.
EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

  1. Perform specialized technical and administrative level work for the Office of Instruction to ensure compliance with state and accrediting requirements related to curriculum and scheduling; verify accuracy of program and course information in applicable systems with source data.
  2. Gather, compile and verify a variety of statistical and related data from on-line systems; schedule and perform downloads of information and create and/or prepare a variety of complex reports.
  3. Prepare the design and/or format new forms, bulletins, and manuals; explain practices, policies and procedures.
  4. Perform a full range of simple to complex assignments assisting in the development and implementation of manuals and reports related to policies, procedures, organizational structure, strategic planning, and work methods for assigned unit.
  5. Assemble, verify, and edit college catalog and other college/district publications developed and used in assigned areas of work.
  6. Assist with class schedule development, maintenance, and publication.
  7. Prepare the distribution of materials for a variety of meetings and follow through with forms and reports for use by Administration, Board of Trustees or state or federal agencies as may be required.
  8. Maintain and update data for standard and specialized educational and business software.
  9. Maintenance of college's web page for class schedule information and catalog.
  10. Assist in communication between Instruction and other college instructional divisions.
  11. May participate on Ad Hoc committees as assigned.
  12. Coordinate meetings, prepare agendas and minutes.
  13. Maintain current knowledge base of applicable guidelines and policies associated with the work area.
  14. Work with deans, faculty and administrators to communicate applicable policies.
  15. May maintain department calendars and or coordinate meetings; prepare meeting agenda and minutes.
  16. Learn, accurately interpret and explain pertinent District, division, department, program, local, state and federal laws, regulations, policies and procedures.
  17. Perform other related duties as may be assigned.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS:
 
Knowledge of:
  1. Modern office practices, procedures, and equipment.
  2. English usage, spelling, grammar, and punctuation.
  3. Gathering, compiling, and analyzing data.
  4. Typical computer software programs related to curriculum management.
  5. Class scheduling procedures and course development, articulation and course classification.
  6. Business math and simple statistics.
  7. Principles of recording keeping.
  8. Basic administrative practices.
  9. Administrative survey and reporting techniques.
  10. Specialized technical and administrative principles, practices, and procedures of the assigned administrative related functions.
  11. Organizational principles and relationships.
  12. Systems design and analysis.
  13. Methods and techniques of cost analysis.
  14. Basic technical and administrative practices and procedures of the assigned area.
  15. Fundamental research and data collection methods.
  16. Fundamental organizational principles.
 
Ability to:
  1. Maintain and update website content and perform general site maintenance.
  2. Exercise good judgment.
  3. Independently perform assigned administrative duties with speed and accuracy.
  4. Communicate effectively both orally and in writing in an office environment.
  5. Organize and implement administrative activities.
  6. Establish and maintain effective relationships with those contacted in the course of work. 
  7. Plan, organize and complete assignments with a minimal amount of detailed instruction and to meet deadlines.
  8. Utilize computer equipment and software to design, prepare, update and link web pages.
  9. Be sensitive to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students.
  10. Read, understand, analyze, and apply complex written materials.
  11. Operate a calculator, word processor, and computer terminal.
  12. Type at a rate of 35-50 wpm.
  13. Gather, compile, and analyze data.
  14. Make accurate observations and obtain objective information.
  15. Make detailed and accurate calculations.
  16. Prepare and present reports in tabular, written, graphic, pictorial, and oral form.
  17. Plan and organize work to meet deadlines.
  18. Prepare meeting agendas and minutes.
  19. Understand and carry out oral and written instructions.
  20. Perform paraprofessional technical work in a specialized administrative area.
  21. Lead/oversee/supervise the work of assigned staff and/or students.
  22. Devise record keeping and reporting systems.
  23. Analyze and solve problems of organizations and management systems to implement solutions.
  24. Independently plan, organize, and complete assignments with a minimal amount of detailed instruction.
  25. Design and conduct research projects of moderate difficulty with clearly defined parameters.
  26. Perform professional work of average difficulty in general or specialized administrative areas, such as finance, personnel, technical and proposal writing, contract administration, communications, educational research and development, and curriculum practices.
  27. Administer an assigned program, which may be limited in scope and well defined.
 
Education and Experience:
  1. Completion of two (2) years of college level course work in the related subject areas.
  2. Minimum of three (3) years progressively responsible administrative support or clerical experience.
  3. Or, any combination of education and experience that would provide the required qualifications.
 
DESIRABLE QUALIFICATIONS:
  1. Three (3) years' experience in the area of College Instructional Programs.
  2. Experience with InDesign software to design, prepare, update and link web pages.

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.
 
PAY PHILOSOPHY:
All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

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.
 
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.
  3. A cover letter highlighting your qualifications for the desired position.
  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) 438-4716.

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 CommunityCollege, 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 your experience working in higher education or other educational environment and/or institution supporting curriculum and scheduling.
03
Please provide specific examples of your experience working with and supporting faculty.
04
What experience have you had preparing and submitting reports? Please provide specific examples, including level of complexity and accuracy and use of programs.
05
Describe your computer experience and software skills. Include specific examples of software programs and technology that you have used.
06
Describe your experience with prioritizing tasks and organizing your workflow in order to meet firm deadlines. Include examples of your experience during an average daily workload and an above- average workload experience.
07
What experiences have you had interpreting, analyzing, and applying state or federal regulatory policies or procedures to local practices?
08
Please describe your role and experience in web design, web content, and general site maintenance.

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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