Office Coordinator (50%)/Catalog And Schedule Coordinator (50%)

Office Coordinator (50%)/Catalog and Schedule Coordinator (50%)

North Orange County Community College District

Position Number: 2015712P

Location: Fullerton College

Department: FC Educational Partnerships & Programs

Percentage of Employment: 100%

Months of Employment: 12 Months Per Year

Work Schedule: Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)

Job Description:

Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.

Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

Performs related duties as assigned.

Office Coordinator

Coordinates office activities, which may include accounting functions; discusses and reviews daily events with designated Manager to ensure timely and appropriate coordination of office activities; ensures that work is performed in a competent and timely manner.

Ensures implementation and maintenance of established District policies and procedures; ensures compliance with federal policies and procedures related to accounting; assists in the development of revised District policies and procedures as necessary.

Serves as an assistant to designated Manager; schedules meetings and appointments; prepares agenda items; maintains records and supplies; receives and processes incoming mail.

Makes decisions within established policies and procedures in the absence of designated Manager.

Attends meetings, conferences, and seminars to make presentations regarding policies and procedures.

Answers questions and provides technical expertise to assist District personnel and department personnel regarding various records, budgets, accounts and programs.

Coordinates communication and accounting activities with other District departments and personnel, governmental agencies, private agencies and vendors.

Prepares financial statements and reports as directed; ensures compliance with applicable rules, regulations, policies and procedures; maintains a variety of difficult and complex financial and accounting records, ledgers, statements and reports.

Assists in the preparation and monitoring of District-wide or campus-wide budget; processes budget transfers and prepares journal entries; signs warrants; monitors accounting activities of assigned categorically-funded programs; prepares expenditure and progress reports as required by funding agencies.

Audits financial documents to assure accuracy, completeness; conduct research to resolve discrepancies as necessary.

Supervises, trains, evaluates and directs the work of assigned staff as directed.

Catalog and Schedule Coordinator

Oversees the preparation and publication of the class schedule, works with District coordinators, administrators and other personnel, and outside vendors to ensure accuracy and completeness.

Prepares and processes schedule changes to assure that revisions are made in the master and classroom schedules; organizes course data and inputs into computer terminal for registration; distributes information to appropriate offices and personnel for review and approval.

Receives new course proposals, deletions and changes from instructional divisions; processes in accordance with established procedures and prepares for submission to the approving authority; inputs updated information into computer terminal.

Proofreads and reviews written materials to assure that publications are accurate and complete; prepares final copy for printing and coordinates details with printing company.

Develops schedule and catalog format and typeset publications as needed; designs and prepares art work including paste up and lay out.

Responds to questions and provides information to Division Chairpersons and other District staff regarding curriculum and course scheduling procedures.

Prepares a variety of written materials including course descriptions, advertisements, bid specifications for printing publications and publicity articles.

Prepares a variety of reports and maintains records and data related to enrollment, attendance, course work, facility usage and other instruction-related areas.

Primary Purpose:

POSITION IS PARTIALLY GRANT FUNDED

Office Coordinator

This position is responsible for coordinating office activities; implementing policies and procedures; and performing a variety of complex administrative duties, which may include accounting functions in the absence of the designated Manager to assure efficient operations.

Catalog and Schedule Coordinator

This position is responsible for organizing, coordinating, and preparing class schedules and other publications for a community college; and preparing reports and maintaining data relating to instructional divisions.

Working Relationships:

Office Coordinator

The Office Coordinator maintains frequent contact with various departments and personnel, and outside vendors, agencies and financial institutions.

Catalog and Schedule Coordinator

The Catalog and Schedule Coordinator maintains daily contact with faculty and staff, as well as frequent contact with various college or District departments and outside vendors.

Knowledge, Skills, and Abilities:

Office Coordinator

Knowledge of accounting and auditing principles, practices and procedures

Knowledge of financial and statistical record-keeping principles

Knowledge of modern office practices, procedures and equipment

Knowledge of applicable sections of State Education Code and other applicable laws

Knowledge of computer-based accounting systems

Knowledge of various computer software programs

Ability to interpret, apply, and explain rules, regulations, policies and procedures

Ability to make arithmetic calculations quickly and accurately

Ability to operate a variety of office equipment such as calculator, computer, copier, etc.

Ability to analyze situations accurately and adopt an effective course of action

Ability to plan, organize and prioritize work

Ability to meet schedules and time lines

Ability to understand and follow oral and written directions

Ability to communicate effectively, orally and in writing

Ability to understand scope of authority in making independent decisions

Ability to review situations accurately and determine appropriate action according to established guidelines

Ability to supervise, train and provide work direction to others

Ability to establish and maintain effective working relationships with others

Catalog and Schedule Coordinator

Knowledge of District practices and procedures, instructional areas, curriculum, courses, requirements and prerequisites

Knowledge of the procedures and methods required for approval of curriculum and course schedule in a community college environment

Knowledge of typesetting and graphic arts techniques including layout and paste up

Knowledge of modern office practices and procedures

Knowledge of record keeping techniques

Knowledge of various computer software applications

Knowledge and ability to operate a variety of office machines and graphics equipment including computer, copier, calculator, etc.

Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary

Ability to compile, organize and coordinate data from a variety of sources

Ability to prepare class schedules, brochures, catalogs, mailers and other publications for printing

Ability to schedule class times and location without conflict

Ability to read, interpret, apply and explain rules, regulations, policies and procedures

Ability to maintain records and prepare reports

Ability to work independently with little direction

Ability to analyze situations accurately and adopt an effective course of action

Ability to plan, organize and prioritize work

Ability to meet schedules and time lines

Ability to understand and follow oral and written directions

Ability to communicate effectively, both orally and in writing

Ability to understand scope of authority in making independent decisions

Ability to review situations accurately and determine appropriate action according to established guidelines

Ability to establish and maintain cooperative and effective working relationships with others

Special Requirements:

Coursework must be verifiable on a legible transcript. If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial). Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.

Minimum Qualifications:

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.

Office Coordinator

High school diploma or GED, supplemented by related college-level coursework.

Minimum five (5) years increasingly responsible related work experience, including supervisory experience.

Catalog and Schedule Coordinator

High school diploma or GED.

Minimum of 3 (three) years of increasingly responsible experience working in a college environment with involvement in campus-wide activities.

Desirable Qualifications:

Experience preparing and monitoring categorical funds.

Proficiency in Microsoft Excel.

Demonstrated experience integrating diversity, equity, and inclusion into the duties andresponsibilities for this position.

Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.

Working Conditions:

Office Coordinator

College or District business office environment; subject to sitting for long periods at a time (up to 2-3 hours). Repetitive use of upper extremities including hand coordination activities.

Catalog and Schedule Coordinator

College or District office environment; subject to sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.

Salary Range: $5,903 - $7,130 Per Month

Number of Vacancies: 1

Posting Number: 2015712P

Open Date: 03/20/2024

Close Date: 4/4/2024

Special Instructions Summary: Work Schedule:

District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.

This position is partially grant funded and exists based on the availability of funds. Employment is contingent upon the continuous availability of funds.

This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable.

The candidate selected for employment will be required to provide the following: identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statue. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within six (6) months.

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). Do not use terms such as "see resume" or "see attached".

The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.

Minimum Qualifications

• Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).

Minimum Qualifications

• Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website at https://www.nocccd.edu/minimum-qualifications for information regarding evaluation of foreign degrees.

To apply, visit: https://apptrkr.com/5121589

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