Area Facilitator

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Area Facilitator

Salary

$54,726.00 - $73,782.00 Annually

Location

Garden Grove, CA

Job Type

Classified Staff

Job Number

C-021-19

Division

Coastline Community College

Department

Instr/Tech&Career Ed

Opening Date

05/07/2019

Closing Date

5/21/2019 11:59 PM Pacific

Definition

Summary 
Performs a variety of technical, logistic, and administrative support duties for an academic division or site. Coordinates and performs administrative projects and services involving developing schedules, room and space allocations, setting up limited scope education and other programs, and support to faculty. 
 
Distinguishing Career Features 
The Area Facilitator is part of a multi-level career for secretarial and administrative support.  In the academic areas, the Area Facilitator provides a more logistics-oriented job design than other peer-level administrative support positions, where the focus is on assisting with projects such as course schedules and locales, faculty services, and monitoring of services such as and not limited to, community-based education and interest courses, or walk-in computer and learning resources labs.  The Area Facilitator will serve as resource for advancing documents to human resources and payroll, or requests to educational and information technology, all on behalf of faculty.  The Area Facilitator will serve in a first-level for gathering information and performing workload computations for full-time equivalent faculty, support and assist  with curriculum processes, and schedule and sequence the required reporting and other time sensitive activity. 
 
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 development of instructional schedules.  Sends preference surveys to faculty, assembles a preliminary schedule for administrative editing and resolving of time and location conflicts.  Inputs completed schedules for on-line viewing.  
  • Assists with the developing of, and maintains approved schedules of instruction for room, times, and faculty assignments at one or more sites.  Ensures accurate on-line room scheduling and prepares visual room charts from the course schedules.   Analyzes room usage and resolves conflicts.  Assigns classrooms to best fit instructional needs. 
  • Receives inquiries and initiates application processes for outside users wishing to rent class or other rooms.  Uses established forms and checklists to determine technology, facility, setup, custodial, and other services.  Forwards requests to administration for final approval. 
  • Provides administrative support and coordinates activities connected with special projects, research, and programs such as those used for further decision-making and for community-based and emeritus non-credit studies. 
  • Provides orientation and on-boarding to new adjunct and full-time faculty.  Facilitates communications and processing of documents with human resources and payroll.  Assures faculty has instructional supplies, multimedia equipment for the classroom, and other resources.  Assists faculty with ordering of textbooks and supplemental materials. 
  • Oversees and services as first point of contact and communications for one or more walk-in learning center.  Coordinates technology, facilities maintenance, and custodial services.  
  • Creates, verifies, edits, and processes faculty loading records.  Monitors, fluctuations in adjunct faculty loading and compliance with work limits.  Verifies calculations for full and part-time faculty overload and forwards information to faculty load specialists. 
  • Monitors class enrollment, recommending necessary additions or cancelations, and entering corrected data into databases.   Processes forms with changes to master class schedules.   Notify students of canceled canceled classes. 
  • May provide administrative support to special processes such as, but not limited to curriculum and education requirements committees, advisory boards, and advocacy group meetings.  Prepares forms, revisions, and final documents to support proceedings. 
  • 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 working knowledge of academic calendars and their planning processes, the policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process.  Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit.  Requires a working knowledge of computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, student information systems, and the special applications used for recording faculty load and for room scheduling.  Requires skill at facilitating small group problem-solving processes.  Requires sufficient 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 collabortively with diverse teams of faculty and staff, exercise patience when dealing with internal and external customers, and convey technical concepts. 
 
Abilities:
Requires the ability to independently perform the duties of the position. Requires the ability to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions, special terminology used in academic and student services settings, and faculty labor agreements to relieve a Dean or program director of administrative details.  Requires the ability to learn and apply specialized software such as that for room and venue scheduling and faculty loading.  Requires the ability to accurately take and compile meeting minutes/recollections.  Requires the ability to organize and compile academic, administrative, and program data in formats that can support internal decision support and mandated external reports.  Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit.

Education and Experience:
The position typically requires an Associate's degree and three years of progressive administrative support experience supporting academic or student services functions. A Bachelor's degree is desirable 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, and to move about 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 sustained repetitive motions and manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and operate other office equipment.
 
Working Conditions:
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

Regular, full time, 12 month per year classified position. The normal hours of work will be Monday through Thursday, 11:00 a.m. to 8:00 p.m. and Friday, 8:00 a.m. to 5:00 p.m. 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
How does your previous and/or current experience and background qualify you for this position?
02
Describe your experience working in cross-functional teams and working with individuals in other departments to accomplish shared responsibilities.
03
Describe your experience working directly with faculty, managers and/or staff in a flexible, friendly and professional manner. How do you maintain effective work relationships within an organization?
04
Describe your computer experience. Specifically, how have you automated office functions, utilized software to organize complex materials and data, and generated reports? Describe any of your recent adaptations to new and emerging technologies.
05
The position spans two different shifts and will be working with limited staff in the evening hours. Please describe your ability to work independently and how you have been able to communicate effectively with other staff members who are working on other time schedules.
06
Do you have experience scheduling and managing multiple events? If so, please provide examples.

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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