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Administrative Services Technician
Job Description
TEMPORARY Program Assistant Student Services
General Purpose
Under general supervision, performs routine to complex administrative program implementation support requiring program-specific knowledge; oversees the daily operations of a student resource office or center; assists with student screening and provides specialized program information, assistance and advice to students regarding college programs and services; oversees complex data entry, tracking and reporting processes; performs complex scheduling; coordinates event logistics; and performs related duties as assigned.
Essential Duties & Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Oversees and assists with the day-to-day operation of a student services office or program; coordinates, assigns and participates in front-desk coverage or delivery of program services; answers, screens and refers telephone calls and visitors; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned program and services; creates forms and surveys used to evaluate program needs and effectiveness of service delivery.
- Assists students with understanding and completing matriculation requirements, applications and/or forms; assists students with accessing program/center services such as enrolling in program, setting up tests or tutoring, facilitating weekly orientations and workshops, registration, and researching and accessing course, transfer and career materials; screens student needs for counseling and schedules student counseling appointments or refers to other campus or community resources.
- Answers student questions regarding program eligibility, policies, procedures, programs and services; verifies student eligibility and tracks program participation for funding or reimbursement purposes; sends correspondence and reports to students; responds to questions and complaints over the phone or at a public counter.
- Facilitates student, Counselor and staff use of SARS database, Colleague and program-specific electronic databases and programs as an advanced user; tracks and inputs program statistical and student data into appropriate systems; tracks student program participation and eligibility; prepares for review and submits statistical records and reports; assists in data collection for program audits.
- Assists with the recruitment, hiring and training of student aides, tutors and other hourly program/ center support employees; provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; reviews and processes payroll timesheets; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
- Makes meeting and event arrangements including booking travel, developing event logistical plans and approving vendors and participants; maintains a variety of program calendars; makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.
- Maintains a variety of standard and complex office and specialized records and files; creates and maintains spreadsheets and databases to track student contacts, student education plans, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District-required data and student outcomes and prepares for submission or reporting.
- Creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
- Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, and statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with College and department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature.
- As assigned, provides day-to-day lead work guidance and direction to student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
OTHER DUTIES
- Provides backup for other department or division office administrative support staff.
- Interacts with other departments and with state and federal programs on behalf of the department/ program or a student.
- Maintains and purchases inventory and supplies.
- Performs related duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Modern office practices, procedures and equipment including computers and applicable software programs.
- Program/center services, goals, objectives, policies, procedures and practices.
- Customer service practices and telephone etiquette.
- District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
- District payroll and general accounting systems operations, practices and procedures.
- Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
- District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
- Applicable sections of the California Education Code and other applicable laws.
- Safety policies and safe work practices applicable to the assignment.
- Basic principles and practices of employee work guidance and direction.
- Uses and operations of scanners, phone systems, computers, standard business software and database and spreadsheet applications.
- Provide for the daily administrative activities in a program or office.
- Provide customer service in person and over the phone.
- Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring a program or department budget.
- Understand, interpret, explain and apply applicable laws, codes and regulations.
- Maintain confidentiality of District and student files and records.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Type accurately at a speed necessary to meet the requirements of the position.
- Represent the District effectively to students, customers and the public.
- Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
- Establish and maintain effective working relationships with all those encountered in the course of work.
An associate degree or three years of progressively responsible clerical experience in a high-volume customer service or student interaction environment; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:
A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand and stand for long periods at a time; and lift up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
Assessment Process
Only the most qualified applicants will be invited to interview for the assignment.
To apply, visit https://www.schooljobs.com/careers/scccd/jobs/3848471/temporary-program-assistant-student-services
TEMPORARY Administrative Assistant
General Purpose
Under general supervision, performs advanced administrative support for a Dean, Director or department head; creates and maintains documents, reports, records and files required for work processes; assists in budget development and tracking; performs complex scheduling and calendaring; provides staff support to committees, taking and posting agendas and minutes; coordinates event logistics; and performs related duties as assigned.
Essential Duties & Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Provides clerical and administrative support to an administrative Dean, Director or department head; using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; may take and transcribe dictation; ensures materials, contracts, reports and documents for signature are accurate and complete.
- Screens and responds independently to phone calls, correspondence and email inquiries regarding a variety of department matters, occasionally of a confrontational and disagreeable nature; acts as liaison in coordinating calendar and matters between the manager's office and other departments, divisions, educational and industry partners and vendors; represents the department in important interactions with department constituencies over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests and facilitates the completion of time-sensitive items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
- Coordinates administrative processes for department hiring for staff and faculty positions including submitting and tracking requisitions, assisting selection committee with materials and scheduling and preparing hiring paperwork.
- Coordinates full- and part-time staff and faculty payroll administrative processes at the department/division level, including auditing time logs, calculating sick leave and ensuring conformance to work hour restrictions; computes and categorizes pay according to departmental/ program billing accounts; ensures accurate usage of funding codes and calculates departmental/ program billing; tracks approved vacation and sick time for departmental staff.
- Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
- Creates and maintains spreadsheets and small application databases; reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; assists in ordering textbooks, equipment and materials; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
- Maintains and coordinates a variety of manager and/or division calendars; makes meeting arrangements including preparing and posting agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to a committee; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies and audio-visual equipment; handles other meeting logistics.
- May provide administrative, logistical and technical support to the department; independently performs research as requested on a variety of topics and programs and resolves routine issues.
- May provide day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
OTHER DUTIES
- May coordinate the faculty evaluation process for tenured and adjunct faculty following established processes and procedures; creates and maintains sensitive tracking spreadsheets and personnel files; creates lists and notifies faculty to be evaluated; coordinates committee meetings, timelines, observations and documentation distribution and collection; coordinates the distribution and collection of student surveys; routes evaluations for signature.
- Receives and inputs a variety of information into computer systems; researches information in computer systems; assists with the preparation of forms and documentation; verifies accuracy of information with third parties; tracks student and other information related to District and college services and programs.
- May assist in developing and presenting professional development workshops/training sessions and marketing materials.
- Provides backup for other department or division office administrative support staff including Instructional Administrative Assistants.
- Interacts with other colleges, departments and with state and federal programs on behalf of the department/program or a student.
- May assist with priority registration of students such as cohorts of students from a variety of instructional modes.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
- Orders and replenishes an inventory of office materials and supplies.
- Performs related duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Modern office practices, procedures and equipment including computers and applicable software programs.
- Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies.
- General principles, practices and techniques used in customer service, public relations and community outreach.
- Department services, program goals, objectives, policies, procedures and practices.
- District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
- District payroll and general accounting system operations, practices and procedures.
- Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
- College and District organization, rules, policies and procedures applicable to departmental and division operations.
- District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
- Applicable sections of the California Education Code and other applicable laws.
- Safety policies and safe work practices applicable to the assignment.
- Basic principles and practices of employee work guidance and direction.
- Personnel Commission Rules, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
- Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.
- HIPAA regulations as they pertain to client information and medical records.
Skills and Abilities to:
- Assign and review the work of assigned staff.
- Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
- Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring departmental budgets.
- Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
- Set priorities and exercise sound judgment within areas of responsibility.
- Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
- Maintain confidentiality of District and student files and records.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Type accurately at a speed necessary to meet the requirements of the position.
- Represent the District effectively in dealing with students, college and elected officials and the public.
- Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
- Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE
Graduation from high school or GED equivalent and at least four years of progressively responsible clerical support experience, preferably in an academic environment; or an equivalent combination of training and experience. As associate degree in a relevant field may be substituted for one year of the required experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
Certain assignments may require a valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work, some of whom may be upset, angry and confrontational.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
Assessment Process
Only the most qualified applicants will be invited to interview for the assignment.
To apply, visit https://www.schooljobs.com/careers/scccd/jobs/3859342/temporary-administrative-assistant
TEMPORARY IT Customer Support Technician
General Purpose
Under general supervision, provides technical support to staff, students and faculty by diagnosing, troubleshooting, repairing, installing and maintaining computers and related hardware, software, mobile devices and peripherals in physical and virtual environments, including computer labs; may assist with hardware and software procurement, licensing compliance and asset management; may perform network and operating systems maintenance functions following established procedures; and performs related duties as assigned.
Essential Duties & Responsibilities
Essential Duties & Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Responds to help desk tickets, incoming calls, end-user walk ins and emails regarding computer-related hardware and software problems and provides follow-up support until issues are resolved; assists end-users with login difficulties, operating system and software malfunctions and hardware repairs on laptops, PCs, virtual machines, mobile devices and peripheral equipment.
- Creates and deploys images for assigned computer labs, faculty and staff; develops scripts to automate processes; plans, schedules, manages and completes computer "lab" replacement projects; builds custom images for lab area installations; tests and configures applications and new software functionalities to applicable servers and platforms; configures virtual machines; verifies software license compliance; may consult with Academic Technology Systems Specialist on Canvas-related issues.
- Provides technical support for physical and virtual computer labs; installs and maintains computers, mobile devices, peripherals and software applications, including specialized systems to meet pre-defined departmental and Americans with Disabilities Act (ADA) requirements.
- Provides technical support to end users regarding desktop, physical and virtual and network connectivity issues, including licensing updating functions; performs general hardware and software tests using diagnostic and testing equipment and communicates with vendors as needed to identify and resolve technical issues.
- Provides end-user training in the proper use of hardware, software and computer-related equipment; helps ensure end users are aware of available technologies and how to obtain support for all information technology services.
- Delivers, inspects, installs and configures desktop computers, VoIP devices, printers, scanners, readers and other peripheral equipment and runs tests to ensure proper equipment function; may set up video conferencing equipment; configures and administers network server application software; installs and connects cables, IP cameras, wireless access points, WiFi, network cards and other networking components.
- Provides printer server maintenance and troubleshooting by creating printer queues, uploading printer drivers and assigning users to printers.
- Installs, configures, patches, upgrades and maintains computer operating systems and application software while ensuring compliance with defined requirements and compatibility with the network before released to users; modifies software to satisfy user requirements; analyzes computer and software needs for future expansions.
- Keeps and maintains records of average response time, mean time to repair, end-user satisfaction and number of problems resolved within a given period to assist in the development of best practices and improved end-user support services.
- Maintains detailed inventory records of hardware, software and computer-related equipment using asset tracking and management systems to make informed decisions about technology purchases; disposes of obsolete assets following established procedures.
- Performs minor repairs and replaces parts on technology-related equipment; contacts computer manufacturers' technical support representatives for in-depth triage of computer issues and software, equipment specifications, repairs and replacement parts; tracks, registers and ensures compliance with equipment warranties and licenses and maintains related documentation for departmental workflow and warranty claims as necessary.
- Creates and maintains a variety of documents including configuration information, installation procedures, standard user instructions, training materials and statistical or other reports.
- May assist Network Administrator or Systems Administrator in creating folders, file shares and network connections; assists with active directory maintenance such as creating security groups, distribution groups, user accounts and computer accounts and applying rights and permissions to users; may assist with system administration including installing, configuring and troubleshooting operating systems, user accounts and applications.
- Provides audio-visual support in classrooms and events; installs projector screens and ceiling mounts in classrooms; installs, configures and maintains portable units; sets up microphones, sound mixers, loudspeaker stands, amplifiers, video recording equipment and various electrical cords, power strips and associated cables for special events; performs sound checks and video checks.
- Troubleshoots malware, ransomware, phishing and other viruses following established procedures.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
- Installs mounts, speakers or other technology that requires hand tools, ladders and safety practices when working with electricity as well as ceiling work.
- Assists in the development and enforcement of policies, procedures, configuration and problem resolution as appropriate for the District.
- May be assigned to convert documents to braille using specialized software and certification.
- May provide administrative support functions such as recordkeeping for purchasing and payroll functions, mail and package pickup and coordination of supply orders.
- Maintains up-to-date technical support skills.
- Performs related duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Multiplatform hardware, software and peripherals.
- District or campus help desk functions, policies and procedures.
- Problem resolution and technical support services for end users in the operation and use of computers, peripheral equipment and various network connections.
- Best practices, methods and equipment used for troubleshooting and determining the causes of system, computer, application and hardware problems and device errors and failures.
- Operational characteristics of various computer systems and operating environments used throughout the District or campus; operation and application of a wide variety of computer applications and network software.
- District processes and tools used to build and deploy computer system images.
- Tools, equipment and safety practices used in the maintenance and repair of computers and peripheral equipment.
- General principles of design, development, implementation and operation of voice, video, storage and data networks.
- Network concepts, security, access control and network operating software.
- Best security practices to ensure protection against potential security threats such as viruses, malware and spam.
- Data and voice communications concepts.
- Methods of data backup and restoration.
- Effective customer service practices and etiquette.
- Applicable federal, state and local laws, rules and regulations [including OSHA rules and regulations if applicable].
- Proper English usage including grammar, spelling and punctuation.
- Safety policies and work practices applicable to the work being performed.
- Utilize the District or campus work-ticket system.
- Troubleshoot, diagnose and resolve complex and ambiguous computer software and network connectivity problems and failures.
- Utilize diagnostic test procedures and equipment.
- Provide prompt and appropriate technical support to system users.
- Obtain accurate and complete information from end users, in person and by telephone, to identify their needs and problems and develop responses and solutions.
- Maintain accurate inventory of computer hardware and software components.
- Prepare clear, concise and accurate systems documentation and reports of work performed.
- Train computer users in the use of a wide variety of computer software, equipment and basic network operational procedures; write instructions in a manner that can be understood by computer users with different levels of computer literacy.
- Read, interpret and apply concepts found in online technical publications, manuals and other documents.
- Maintain up-to-date technical support skills.
- Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE
An associate degree in computer information systems, computer science, information technology, computer engineering or a closely related field, and at least two years of progressively responsible experience in providing customer support services to computer end users in a local area network (LAN) environment; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk, stand, stoop, kneel, bend, crouch ascend and descend ladders and stairs; must frequently lift and/or move up to 50 pounds and occasionally up to 100 pounds with assistance .
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet. Some work requires using ladders and stairs.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
Assessment Process
Only the most qualified applicants will be invited to interview for the assignment.
To apply, visit https://www.schooljobs.com/careers/scccd/jobs/3880856/temporary-it-customer-support-technician
Vice President, Student Services (Reedley College)
State Center Community College District
Closing Date: 3/13/2023 at 11:55 PM
Start Date: 01/23/2023
Essential Functions:
GENERAL PURPOSE
Under policy direction of the College President, serves as a member of the President's Cabinet/Council and plans, organizes, directs and integrates the operations of the Student Services division at an assigned college to achieve the college's strategic goals and financial plan; manages and reviews short- and long-term planning to advance student access, equity and success for a diverse student body; provides expert professional assistance to the College President and other college and District management in areas of assigned responsibility; manages assigned functional areas to ensure compliance with District/college policies and procedures and all state and federal regulations and requirements; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
Vice President, Student Services is distinguished from other Vice Presidents by its responsibility for providing leadership and vision for college-wide student services and ensuring an increase in student completion rates. Incumbents in this classification provide leadership for student services requiring a broad knowledge of the college's programs and services that provide equitable access to student support and educational planning. Accountabilities are broad in scope and require a high degree of administrative discretion.
ESSENTIAL DUTIES & RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.
- Plans, organizes, directs, controls, integrates and evaluates work of Student Services for the college; with employees, develops, implements and monitors work plans to achieve goals and objectives; contributes to the development of and monitors performance against the annual student services and college budgets from various funding sources; manages and directs the development, implementation and evaluation of plans, work processes, systems and procedures to achieve annual goals, objectives and work standards; manages the area budget.
- Participates in the selection and onboarding of full-time and part-time faculty, in coordination with their divisions/departments, selection advisory committees, and the Human Resources Department; oversees faculty teaching assignments and ensures contracted requirements for teaching loads; directs the scheduling of class offerings and classroom allocations; ensures the development and maintenance of assessment plans to measure instructional courses for student learning outcomes and adherence to accreditation standards to improve student learning; in collaboration with faculty, directs or conducts curriculum review, evaluation and planning to ensure the currency and relevance of college curricula in meeting student needs; ensures proper course sequencing to enable students to complete programs and meet degree and/or transfer requirements in a timely manner; assists managers and faculty with program accreditation; works to promote/maintain a collegial environment within the Student Services Office; mediates the adjudication of dean, director, faculty, staff, student and community conflict resolution and grievance processes.
- Directs and manages the performance of assigned employees; directs and oversees the selection of employees; establishes performance requirements and personal development targets for direct reports; regularly monitors performance and provides coaching for performance improvement and development including timely evaluations; ensures accurate reporting of absence time; hears and acts on grievances; subject to concurrence by the College President and Human Resources, approves or takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with, Board Policies, Administrative Regulations, Human Resources procedures Personnel Commission Rules, and collective bargaining agreements.
- Provides day-to-day leadership and works with employees to ensure a high-performance, service-oriented work environment that supports achievement of the college's and the District's mission, objectives and values; promotes workplace diversity, inclusion, cultural competency and a positive work environment.
- Works closely with Guided Pathways and Equity Committees to advance the State Chancellor's Vison for Success; works with K-12, college, and university partners in the development of career and/or transfer pathways.
- Provides administrative support and guidance to the College President in developing and implementing college-wide strategic plans, goals, objectives, policies and priorities; participates actively in the life of the college, the District, and participatory governance processes and initiatives by serving on or leading college and District-wide committees, workgroups, task forces, and councils; leads and directs employees in the development and application of new programs and initiatives to achieve institutional changes to achieve student achievement and higher efficiency, productivity and customer service in work processes.
- Through deans, directors and employees, provides management oversight of Admissions and Records, Financial Aid, Student Success Programs, Counseling, and associated programs and services; ensures student services meet student needs and are integrated with instruction in an equitable and fiscally sound manner; works to develop/maintain professional settings that promote creative and productive work environments for faculty and effective learning environments for students; establishes project timelines, reviews progress on goals and plans and develops and reviews policies and procedures; collaborates with other Vice Presidents to ensure consistency and transferability of services throughout the District/college.
- Through employees, oversees and directs the solicitation and administration of grants to ensure equitable access to education for disproportionately impacted student populations and other student-related programs and services; oversees the collection and analysis of research and planning data; works with deans and directors on the development of programs, project/grant plans and program policies and procedures; ensures grant goals and guidelines are met and fiscal operations comply with District, State Chancellor's Office and funding source requirements and audits; directs and manages the development and submission of reports, recommendations and plans.
- Oversees academic integrity and student behavior and the administration of due process and student discipline; adjudicates the student appeal process and coordinates college responses to informal and formal grievances; maintains ongoing communications with other community colleges, four-year colleges and universities and professional organizations to coordinate policies and procedures on student services and behavioral intervention.
- Oversees access to and availability of distance education and student services technology including systems, applications and related hardware; provides input on development of secure and actionable student tracking systems and technology infrastructure for college student services operations; develops and monitors the effectiveness of online student support services.
- Provides leadership and management support to adapt facilities, course curricula and teaching methods and to provide auxiliary aids and accommodations to serve the learning needs and educational goals of students with verified disabilities.
- Collaborates with other college and District vice presidents, deans, directors, and managers on developing, implementing and integrating District/college policies, procedures, and operational guidelines into college operations and on resolving unusual and complex business problems.
- Represents the District/college and participates in state and national program training and development and professional group meetings; makes presentations to various groups within the District, other educational institutions, community organizations and governmental agencies.
- Serves as a strategic advisor to the College President and may act for that individual in their absence.
- May serve as Title IX Coordinator, Investigator, or other member of a Title IX Team.
- Provides direct counseling to individual students in crisis or threat situations as appropriate.
- Participates in planning for emergency preparedness training and activities.
- Participates in planning for construction of new buildings and campus/education center expansion.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
- Performs related duties as assigned.
Minimum Qualifications:
Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices; AND
- Masters degree from an accredited college or university and one (1) year of formal training, internship, or leadership experience reasonably related to the administrators administrative assignment; OR
- Possession of a valid California Community College Supervisory Credential.
Licenses, Certificates and Other Requirements
A valid California drivers license and the ability to maintain insurability under the Districts vehicle insurance program.
Desirable Qualifications:
Experience and skill with addressing issues of equity; recent experience working with African American, Pacific Islander, Latinx, Native American, and other racially minoritized students and an understanding of how historical patterns of exclusions of these groups in higher education shape patterns of participation and outcomes; willingness to examine and remediate ones relational practices to more effectively engage and support racially minoritized students; and a commitment to participatory governance, consensus building, and team approach to management.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Advanced principles, practices, methods and techniques of program, administrative and organizational analysis, planning and management as applicable to student support services, student rights and student disciplinary/grievance processes.
- Student rights, student intervention and student disciplinary/grievance processes and procedures.
- Principles and practices for the delivery of student and academic counseling as well as principles of individual crisis counseling.
- Initiatives and programs to improve student equity, student persistence and completion rates including Guided Pathways.
- Applicable federal, state and local laws, rules and regulations, including those involving Title V, California Education Code, California regulatory agencies, accreditation, Americans with Disabilities Act and Title IX.
- Advanced knowledge of the Accrediting Commission for Community and Junior Colleges (ACCJC) accreditation process, including the eligibility requirements, accreditation standards and commission policies.
- Regional, District and community resources including governmental, community and social service organizations and their functions as applicable to assigned responsibilities.
- Principles and practices of program development and administration including methods of instruction and the application and use of educational technologies.
- Research methods and analysis techniques.
- Principles and practices of strategic and program planning.
- Principles, practices and methods of categorical and grant budget development, management, tracking, monitoring, and reporting; principles and practices of generally accepted accounting and auditing procedures related to federal and state-funded grant programs and other funding sources.
- Advanced principles, practices, methods and concepts used in public agency contracting and contract administration.
- Principles, practices and methods of grant and categorical budget development/management and grant tracking, monitoring and reporting.
- Federal, state and local laws, regulations and policies governing fiscal and reporting requirements of community colleges and educational institutions.
- Principles and practices of sound business communication including proper English usage, grammar, spelling, and punctuation.
- Safety policies and safe work practices applicable to the work being performed, including those required in crisis or threat situations.
- District/college practices and procedures for purchasing and maintaining public records.
- Basic principles and practices of organizational improvement and culture change.
- Principles and practices of effective leadership, management and supervision.
- Principles and practices of effective leadership and management.
- Board Policies, Administrative Regulations, Human Resources procedures, Personnel Commission Rules, and collective bargaining agreements.
- Community college and its missions and goals.
- Understand the importance of holding oneself accountable as educators for closing equity gaps and engaging in equitable practices.
- Reframe inequities as a problem of practice and view the elimination of inequities as an individual and collective responsibility.
- Encourage positive race-consciousness and embrace human difference.
- Reflect on institutional and teaching practices and aim to create a culturally responsive teaching environment.
- Strategically build buy-in and participation among colleagues for equity-related initiatives.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Develop and maintain an inclusive work environment that fosters diversity, respect and engagement.
- Plan, organize, direct, and evaluate the activities of the colleges Student Services Office.
- Ensure compliance requirements are met and the interests of the District and its students are protected.
- Develop systems and procedures to assess student persistence, progress and student equity measures.
- Use sound judgement in disciplinary actions within scope of authority.
- Respond appropriately to student and campus emergency and threat situations.
- Adopt and manage evolving technologies in education.
- Evaluate the educational needs of the communities served by the college.
- Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
- Analyze, utilize critical thinking and make sound recommendations on complex student and administrative issues.
- Work collaboratively with college and District executives, managers and students and provide expert advice and counsel in developing solutions to complex issues.
- Lead and participate in the monitoring and assessing of student success outcomes and student equity measures to improve student learning.
- Analyze, negotiate and administer grants and contracts.
- Plan, direct and support the achievement of instructional goals, campus-wide needs and the healthy functioning of governance, management and other systems.
- Understand, interpret, explain and apply applicable laws, codes and ordinances.
- Organize, set priorities and exercise expert, independent judgment within areas of responsibility.
- Develop and implement appropriate procedures and controls.
- Communicate effectively, both orally and in writing, and practice active listening.
- Prepare and present comprehensive reports, studies, proposals and recommendations for diverse audiences.
- Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
- Establish and maintain effective working relationships with all those encountered in the course of work.
Conditions of Employment:
221 duty days and 24 vacation days for a total of 245 days.
Salary and Benefits:
$171,791- $193,353 based on education and experience. A doctoral stipend of $2,270 is available. In addition, the District offers an attractive fringe benefit package including medical, dental, and vision coverage for the employee and dependents, and life insurance for employees. Employees are also members of the California State Teachers Retirement System (CalSTRS).
Selection Procedure:
Applications will initially be screened by Human Resources to determine which applicants meet the minimum qualifications as stated in the job announcement.
From the applicants who meet the minimum qualifications and who have submitted all the required documents, a selection advisory committee will screen the application packets and determine the candidates who are best qualified based on the minimum qualifications and desirable qualifications. Those candidates will be invited to interview.
The selection advisory committee will rate responses to the interview questions and writing prompt (if applicable). Based on this rating, a small number of applicants will be selected as the "recommended candidates". These candidates will be forwarded to the College President for final interviews.
A hiring recommendation will be made by the College President and forwarded to the Board of Trustees of State Center Community College District for final approval.
State Center Community College District is an equal opportunity employer. It is our pledge to treat all applicants fairly and equitably in the recruitment and selection process. We endeavor to be a service-minded organization and respond, as best as we can, to the needs of our applicants and the faculty and administrators we work with in the District.
For more information, contact the Academic Human Resources Office, 1171 Fulton St, Fresno, CA 93721, (559) 243-7100. For more information on the Reedley College or State Center Community College District, visit our website at www.scccd.edu. Please refer to position number RVPST-VP (Slot #1155).
Submission of application and related materials is the applicants responsibility and must be submitted through the Districts online applicant portal. The District reserves the right to re-advertise or to delay indefinitely the filling of a position if it is deemed that the applicants for the position do not constitute an adequate applicant pool or if funding is not available. All application materials are subject to verification. False statements may be cause for disqualification or discharge from employment.
Additional Information:
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this assignment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands:
While performing the duties of this assignment, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands:
While performing the duties of this assignment, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve complex problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks with frequent interruptions and under intensive deadlines; and interact with District managers, faculty, staff, the public and others encountered in the course of work.
WORKING ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this assignment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions subject to frequent public contact and interruption and intermittent exposure to individuals acting in a disagreeable fashion, and the noise level is usually quiet. The employee may be required to travel to locations other than assigned worksite and to adjust to work schedule changes. This is an academic management position exempt from overtime provisions of the Fair Labor Standards Act.State Center Community College District (SCCCD) provides students with a rich and dynamic learning experience that embraces differences - emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at SCCCD, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.
REEDLEY COLLEGE
At Reedley College we value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. We prioritize applicants who demonstrate they understand the benefits a diverse student population brings to a community college. The successful candidate will be an equity-minded leader committed to student success achieved through collaboration with faculty, classified staff, administration, students and community partners who are also dedicated to closing equity gaps.
An equity-minded individual is a person who:
- Understands the importance of holding ourselves accountable as educators for closing equity gaps and engaging in equitable practices;
- Reframes inequities as a problem of practice and views the elimination of inequities as an individual and collective responsibility;
- Encourages positive race-consciousness and embraces human difference;
- Supports institutional practices that both develop and sustain culturally responsive teaching and learning environments; and
- Strategically builds support for and participation in equity-related initiatives across both our internal and external communities.
The ideal candidate will share Reedley Colleges commitment to educating its racially and socioeconomically diverse student population. For the 2021-2022 academic year, we enrolled over 11,000 students in which 74% identify as Latinx, 6% as Asian/Pacific Islander, 2% as Black/African American, 16% as White, 1% as American Indian/Alaska Native, and 2% as multiracial. Reedley College is a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community. The successful candidate will join a college dedicated to the students it serves.
About the College
Reedley College is located in the Central San Joaquin Valley of California in the city of Reedley, which has a population of approximately 25,000. Known as "The Worlds Fruit Basket," Reedley is in one of the richest agricultural regions of the world. Reedley College was established in May 1926 as Reedley Junior College. Reedley College is located on the historic T.L. Reed Ranch, bordering the Kings River which spans over 420 acres, including a 300-acre farm. Over its nearly 100 years of service to Californias Central San Joaquin Valley, Reedley College has been an essential component of higher education offering over 67 programs and degrees taught by approximately 180 full-time faculty and 400 part-time faculty. Some of the programs offered at Reedley College includes an Agriculture, that regularly receives awards for their excellence in teaching, Aviation Maintenance and Flight Sciences, Natural Resources, Forestry and Wildland Fir
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