Instructional Load and Pay Analyst

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Instructional Load and Pay Analyst

Salary

$66,380.00 - $89,493.00 Annually

Location

Fountain Valley, CA

Job Type

Classified Staff

Job Number

C-019-19

Division

Coastline Community College

Department

Exec/Instr

Opening Date

04/12/2019

Closing Date

4/29/2019 11:59 PM Pacific

Definition

Summary
Verifies and consolidates faculty teaching workload and supplemental assignments by auditing and entering regular and adjunct faculty workload information into a computer aided application for determining pay, leaves, and benefits.  Coordinates, schedules, and provides administrative support to the faculty performance evaluation processes.  Provides training and advanced technical support to staff and administrators on procedures and best practices for documenting faculty assignments and making calculations related to faculty workload.
 
Distinguishing Career Features
The Instructional Load and Pay Analyst is a specialized technical position considered a part of both payroll and human resources career paths.  The Instructional Load and Pay Analyst has advanced technical knowledge of not only faculty pay determination elements but also the computer aided tools for entering pay and productivity information to data warehouses where reports, staffing studies, and payroll processing can occur.  The Analyst also demonstrates the ability to coordinate data from a wide range of academic departments and campuses on a timely basis to meet payroll and other deadlines.
 
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties: 
  • Coordinates information flow from academic departments to facilitate calculating faculty load and payroll processing. Sets up consistent processes, routines, and communications with instructional divisions to ensure timely, accurate, and factual data conveyances. 
  • Creates, verifies, edits, and distributes faculty loading records.  Monitors, records, and reviews adjunct faculty loading records with administrators for approval and compliance authorized with workload limits.  
  • Enters faculty workload information onto spreadsheet or database models used for accumulating information and decision support.  Verifies and calculates faculty overload and forwards information to payroll. Arranges for substitute coverage for classes and/or prepares announcements for cancellation. 
  • Monitors, records, and reviews workload, attendance, and paid-time-off (or other leave) for compliance with faculty collective bargaining agreements.   Works with human resources, fiscal services, and payroll to ensure timelines and data accuracy. 
  • Trains instructional division support staff and administrators in use of electronic data warehousing systems for inputting, managing, reporting, and analyzing a variety instructional data.  
  • May participate in monitoring class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases.   Processes forms depicting changes to master class schedules that impact faculty assignments, workload, and pay. 
  • Works with academic Deans and the class scheduler to properly manage the data for faculty load assignments. Makes adjustments, as required for new, expanded, and rescheduled assignments, noting information in the human resource information system. 
  • Calculates class hours for reporting to state for apportionment purposes.  Analyzes data on space and compensation, and prepares reports to provide information to Vice President and instructional divisions as requested.  
  • Creates pay events for faculty instructional and non-instructional assignments.  Audits related information system data entry using available reports to verify, correct and/or report anomalies. 
  • Coordinates, schedules, compiles, tabulates, and type/keyboard faculty member and other staff member performance evaluations.  Prepares and processes staff development contracts, time sheets for guest lecturers, and peer evaluations.  Performs other duties as assigned that support the overall objective of the position. 
  • Prepares, edits, and inputs information that supports publication of class schedules.   Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes. 
  • Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division, with a working understanding of functions and procedures of other divisions. 
  • Responds to inquiries and conveys technical and/or other information about programs and services provided by the District.  Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to an administrator.  
  • Organizes, balances, prioritizes, and assigns administrative workflow by compiling data on workload demands, anticipating business and academic calendars and cycles, assessing available staffing and recommending additions or adjustments.  Establishes and tracks time lines for projects, activities, and required submissions. 
  • Performs other duties as assigned that support the overall objective of the position.

Qualifications and Physical Demands

MINIMUM QUALIFICATIONS:
 
Knowledge and Skills:
The position requires in-depth knowledge of the laws, regulations, and procedures that govern payroll and payroll processing.  Requires in-depth knowledge of payroll accounting procedures used in education to capture faculty payroll and benefits.  Requires working knowledge of education code provisions governing academic payrolls, the processes for determining faculty workload, as well as active collective bargaining agreements.  Requires working knowledge of the District's automated financial and human resources information systems.  Requires a working knowledge of personal computer based software programs including but not limited to word processing, spreadsheet, presentation graphics, desktop publishing, and data storage and retrieval to and from custom data bases.  Requires well-developed math skills to perform financial and statistical record keeping.  Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.  Policies, procedures, bargaining unit contracts and salary schedules
 
Abilities:
Requires the ability to perform all aspects of the position.  Requires the ability to maintain accurate payroll and productivity records.  Requires the ability to learn and apply laws, codes governing calculations for faculty workload and payroll implications, as well as policies, procedures, and labor contracts used by the District and its Colleges.  Requires the ability to prepare clear, complete and concise records and analyze faculty payroll elements.  Requires the ability to conduct technical research, complete complex arithmetic computations and prepare reports.  Requires the ability to use a range of personal computer software such as spreadsheets, word processing, and integrated relational databases. Requires the ability to extract data from databases and import into formats that produce reports.  Requires the ability to ensure the confidentiality of private information.
Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.  Requires the ability to work collaboratively within and among departments and campuses and to work productively with diverse teams.

Education and Experience:
The position requires an Associate's Degree in general business or accounting plus five years of experience in processing and analyzing human resources and payroll transactions, and providing administrative/project support to senior-level management.    A Bachelor's degree is preferred and may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for this position.
 
Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various campus locations. Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on conversations in person and over the phone.  Requires the ability to retrieve work materials from overhead, waist, and ground level files.  Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate to keep up with work requirements and timelines, operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.
 

Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be scheduled between the hours of 8:00 a.m. and 5:00 p.m., 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: 
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

APPLICATION REQUIREMENTS:  To be considered for employment 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 outlining your education and experience relevant to this position (as a separate attachment - PDF recommended)
  4. Answers to all Supplemental Questions (clear, detailed responses recommended for evaluation purposes)
 
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.

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.

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.

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.

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 highly recommended 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.

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
Please describe your education (degrees) and work experience related to the minimum qualifications for this position.
02
Describe your experience working in collective bargaining environments or situation when you were required to have detailed knowledge and expertise of union contracts and agreements.
03
Please describe your experience working in payroll and/or human resources career paths.
04
Please describe your experience working directly with other staff (this position works with vice presidents, deans, faculty and classified employees) in a flexible, friendly, and professional manner. How do you maintain effective work relationships along with good customer service within an organization with a variety of campus constituents? Please provide examples.
05
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. Responses to supplemental questions (clear and detailed responses required 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" or leave blank)
  • Yes
  • No

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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