Instructional Coordinator IV (Health Professions and Public Safety)

College of the Canyons • Santa Clarita, CA

39d • Onsite

About The Position

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Instructional Coordinator IV (Health Professions and Public Safety) in the Instruction division. Salary placement will be on Range 38 of Classified Salary Schedule B. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($6,505.00 / $6,901.00 / $7,295.00 per month) of this 20-step salary range. Probationary period for new Classified Represented employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval. Reporting to and under the supervision of the Dean, Health Professions and Public Safety this position oversees the day-to-day operation of the School of Health Professions and Public Safety (HPPS), performing a wide variety of complex, specialized, and responsible administrative/clerical office support functions.  Develops, recommends, coordinates, and implements techniques and practices to improve the operation of the office, with a special emphasis on the Health Professions at the Canyon Country Campus, ensuring optimum performance and service to students. Maintains state-of-art practices to keep abreast of current trends and practices in the field. Performs other related duties as assigned.

Requirements

• Three (3) years full-time administrative/clerical support experience working in community colleges, universities, high schools, related community agencies OR similar work involving programs or activities to assist the public OR comparable experience in a position which includes specialized clerical duties and interaction with the public.
• Education equivalent to an Associate's degree (60 semester units) from an accredited college or university is required. Two additional years of related experience in addition to that identified above may be substituted for each year (30 units) of the educational requirement.
• Policies, procedures, functions and organization of the Instructional School.
• State and federal laws, codes and regulations related to academic program admissions, registration, matriculation and records maintenance.
• Modern automated record-keeping systems.
• Computer software applications including spreadsheet, database, and word processing programs.
• Oral and written communication skills.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Community college organization, operations, policies and objectives.
• Interpersonal skills using tact, patience and courtesy.
• Policies and objectives of assigned programs and activities.
• Budget preparation and control.
• Coordinate, organize and schedule administrative and clerical functions and activities.
• Learn, interpret, and apply related laws, regulations, guidelines, policies, and procedures. Develop and implement related policies and procedures.
• Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
• Prepare clear, complete and concise documents, forms and reports.
• Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems.
• Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
• Maintain confidentiality related to students and any personnel information.
• Take responsibility and use professional judgment based on established guidelines and procedures.
• Work independently in the absence of supervision.
• Assume responsibility for routine department problems.
• Type with speed and accuracy using District computer information system, word processing, spreadsheet, database, and other business-related software; make arithmetical calculations in like manner.
• Communicate effectively both orally and in writing with a variety of people at all organizational levels in an academic environment.
• Understand and carry out oral and written directions.
• Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
• Adapt to changing student and procedural requirements.
• Demonstrate excellent customer service skills and ability to multi-task in team-oriented environment.
• Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Nice To Haves

• Additional college level education.
• Experience in project management, and office leadership.
• Knowledge of Instructional Programs and the Matriculation process.
• knowledge of Instructional policies and procedures.
• Extensive knowledge of computer applications: Microsoft Office Suite software (Access, Word, Excel, Outlook, and PowerPoint) and administrative software (Datatel, Banner, PeopleSoft, etc).

Responsibilities

• Coordinates the day-to-day operations of the School of HPPS.
• Serves as office coordinator to the Dean.
• Serves as a liaison and resource between the Dean and faculty, staff, students, community representatives, and the public on Admissions & Records and Health Professions/Public Safety policies and procedures. Prepares and transmits correspondence for students, verifying student status and other information. Responds to formal requests for student records and related documentation from authorized agencies or institutions, ensuring appropriate verification, coordination with other departments, and preparation of materials in accordance with established regulations and procedures.
• Maintains efficient office operations by ordering office supplies and preparing and processing purchase requisitions, travel requests, and other fiscal-related forms in compliance with District procedures.
• Composes and types correspondence, reports, and other documents; reviews and proofs materials for accuracy, completeness, and conformance with applicable rules and regulations.
• Provides timely and accurate administrative and clerical support for the Admissions & Records Office and the School Dean for the School of HPPS.
• Prepares and processes purchase requisitions, travel requests, and other fiscal-related forms in compliance with District procedures.
• Coordinates and maintains all items related to the registration cycle for the School of HPPS, including updates to the schedule of classes and the website.
• Interprets and implements policies, regulations, and operational procedures pertaining to this service area to faculty, staff, students, and the public.
• Maintains administrative software to ensure compliance with all State and Federal regulations and reporting requirements. Assists the Dean in maintaining relationships with third party vendors for updates to products.
• Performs routine administrative tasks including maintaining calendars, schedules and appointments, transcribing, picking up and distributing mail, processing purchase requisitions, receiving and storing supplies and materials, maintaining office inventory and printed materials, answering and redirecting inquires, and maintaining files and records. Designs, prepares, and updates office calendars, bulletins, and forms.
• Arranges for meetings, conferences, travel and accommodations. Processes travel advances, requests for reimbursements, and other travel related documents in a timely and accurate manner.
• Maintains, and coordinates assigned areas' annual budgets. Monitors all budget activities, ensuring expenditures are classified properly and do not exceed the established budget. Makes deposits, processes budget transfers, salary account code changes, and other financial related items.
• Submits requests, provides work direction, trains, schedules, coordinates, and assists with the evaluation of performance and functions of college assistant and short-term employee positions.
• Maintains a tracking system for hours worked and payroll related expenditures of all college assistant and short-term positions. To ensure accuracy, reviews timesheets for timely submittal to Dean or other management staff for signature and further processing. Prepares and maintains assigned payroll related reports, spreadsheets, and other documents in compliance with district policy.
• Compiles data for and composes reports independently. Performs data input for all relevant department functions, including information that may be of a privileged or sensitive nature. Performs other computer-input tasks relative to the operation of the department.
• Reconciles error reports for both internal use and outside agencies such as the Accrediting Commission for Community and Junior Colleges (ACCJC) and National League for Nursing Commission for Nursing Education Accreditation (NLN-CNEA).
• Updates the School's Office webpages on the College of the Canyons website.
• Researches, maintains, and compiles various records and reports of office operations, personnel, and equipment as instructed. Assists in the preparation and submission of college, State, and Federal mandated reports and documents. Manages the flow, storage, and imaging of department documents.
• Initiates and answers telephone calls. Screens and directs calls and visitors to appropriate personnel. Provides information and assistance as appropriate.
• Trains new staff on software, policies, procedures, and in basic use of office equipment such as personal computers, copier, fax machine, shredder, and document imager.
• Attends professional meetings/conferences to enhance professional development and increase the operational effectiveness of the office.
• Enforces program regulations; provides advisement to Allied Health and Public Safety program applicants and students; maintains and updates program selection policies and mission statement.
• Coordinates and oversees all components of the program selection process. Provides accurate information to applicants and potential applicants; accepts and processes applications; reviews and prepares applicant files; evaluates transcripts; maintains student lists and databases (acceptances, alternates, remediation lists); assesses eligibility; screens and directs students; coordinates applicant grievances; and ensures adherence to established selection policies.
• Monitors student program requirements including healthcare clearances and verification of ability to participate in all required program elements. Processes related paperwork such as absence slips and accident reports. Coordinates, organizes, and facilitates program orientations.
• Supports daily division operations by ensuring office set-up and readiness to facilitate the flow of activities and services.
• Oversees submission of required student documentation to clinical site personnel and, in collaboration with department chairs, program directors, and assistant program directors, supports the process for submitting facility requests to clinical sites.
• Serves as primary contact with hospital and clinic sites utilized by the programs. Coordinates schedules with hospitals, maintains facility use contracts, verifies availability each semester, and oversees provision of required student documentation to site personnel.
• Assists with faculty compliance and administrative processes including maintenance of licensure and clearance data, preparation of correspondence, and participation in faculty meetings by providing clerical support and recording minutes.
• Interfaces with external regulatory and accrediting agencies including the Board of Registered Nursing, Accreditation Commission for Education in Nursing, Department of Health Services, California Department of Public Health, and Chancellor's Office. Compiles and submits required reports and forms for these agencies.
• Collaborates with college service areas such as Counseling, EOPS/CARE, DSP&S, Student Health Center, and Admissions and Records to support student access and program requirements.
• Performs other related duties as assigned.

Benefits

• Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.
• Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.
• Paid holiday, discretionary, and sick time are provided.
• Ten vacation days accrue during the first year of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree