Program Coordinator - Aptos, United States - Cabrillo College

Description

Salary: See Position Description

Location : Aptos, CA

Job Type: Full-time (100%)

Job Number:

Department/Division: ACCESS

Division: ACCESS

Opening Date: 05/08/2024

Closing Date: 5/31/2024 11:59 PM Pacific

Employment Opportunity

We need YOU Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever-evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high-level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time

This full-time, 12-months per year Program Coordinator - Hispanic Serving Institution (HSI) Grants position under direction, plans, coordinates and implements student programs, service delivery, activities and events; coordinates supportive services and access to resources for individual students; performs outreach and in reach to students targeted by program; performs complex administrative support duties including identifying and soliciting funding sources, monitoring program budget and reporting program results; and performs related duties as assigned.

Position Overview

This full-time, year-round position involves multifaceted office administrative and programmatic support for the HSI Title III and Title V Grant Offices. This position monitors and oversees complex budget reports, serving as a liaison between Title III/V offices and other District departments, students, and the community, offering information and assistance to students and staff. Establishes and maintains grant-specific tracking systems, reports, records, and files, supporting grant directors with human resources processes and HSI events, provides resources, information, and training to grant staff, and may offer guidance to classified staff and student employees.

The HSI Grants Program Coordinator will oversee the coordination of goals, objectives, and activities related to Title V and Title III STEM grants, aiming to enhance educational opportunities and improve the success rates of Hispanic and low-income students.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term. In the Fall of 2022, 58% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (51%), Multi Ethnic (5%), Asian (2%), Black Non-Hispanic (1%), Filipino (1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic-Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well-being of the surrounding community.

COMPENSATION AND BENEFITS:

Starting Salary Range: $5,169 to $5,984 per month, per month; plus 5% annual increases up to step 7, maximum initial salary step placement on the classified salary schedule is step 4. Full-time (40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. - 5:00 p.m. with evenings and weekends as required

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis. Position scheduled to begin as soon as possible, pending continued categorical funding and Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Benefits: Our comprehensive benefits package includes medical, dental, life, short and long term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Work-Life Balance:

This opportunity is a full-time assignment, 12 months per year. Classified employee benefits include:

• Twelve (12) days vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)
  
• Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually
  
• Nineteen (19) paid holidays annually
  
• Five percent (5%) Longevity award annually after ten (10) years of service with increases to fifteen percent (15%) at twenty (20) years
  
• Professional Growth educational incentive program

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

Examples of Duties

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.

• Plans, coordinates and implements programs, services and activities necessary for specific student population to achieve academic, career and personal success; develops program plans; tracks and conducts studies and performs complex data analyses to evaluate the effectiveness of current programs; writes a variety of reports and makes recommendations on program enhancements/ service areas; assists in assessing student success outcomes. (e.g., Coordinating and supporting grant initiatives such as facilities renovation, articulation support, and transfer support; tracking, labeling, and inventorying all supplies, equipment, and materials in accordance with grant requirements; tracking data for grant reporting purposes.)
• Participates in developing and monitoring the program budget; researches, identifies and assists with the solicitation of grants, donations and other sources of funding; maintains and purchases inventory and supplies including office supplies, food pantry items and emergency supplies for students.
• Directly assists students in overcoming obstacles to personal and academic success through access to academic and support services; advocates for student needs with other campus programs and departments and refers students to counselors and community resources.
• Determines program eligibility for new and continuing students according to District and program guidelines; monitors continuing students for adherence to program requirements and advises students on how to access resources needed to maintain eligibility; assists students in resolving issues impacting program eligibility; maintains student case management files/system and reviews student records.
• Organizes and implements outreach and matriculation programs, orientation activities, workshops, cultural experiences and academic support/tutoring programs; may oversee a center or communal space for program participants. (e.g., Coordinates grant activities for students, including supervising student employees, peer mentors, STEM ambassadors, and other positions funded by grants.)
• Represents the District and/or program on a variety of internal and external committees; develops partnerships with community agencies, business/industry and local government; liaisons with local high schools, other colleges and academic institutions. (e.g., Acting as a liaison and representative for Title V and Title III STEM grants in stakeholder meetings.)
• Assists with the recruitment, hiring and training of student employees; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; reviews and processes payroll timesheets. (e.g., Organizing and ensuring that documentation and records are audit-ready; provides support to students, staff, and faculty in implementing grants, including tasks such as managing STRF, progress reporting, time and effort processes, timesheets, and necessary paperwork for documentation and reporting requirements.)

OTHER DUTIES

• Participates in communications among departments to coordinate responses to students in crisis or requiring academic intervention.
• Oversees program marketing including preparation and production of promotional materials, invitations and publications; updates and maintains the department or program website and social media accounts. (e.g., Assisting in community engagement efforts through activities such as managing social media, outreach initiatives, newsletters, and publications.)
• Coordinates logistics of major events including liaison work with other campus departments and facilities, event participants, vendors and sponsors. (e.g., Coordinating and supporting events related to Title V/Title III STEM grants, such as site visits, professional development meetings, and outreach efforts such as HSI Week, Orientation, etc...).
• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff; AND
• Graduation from an accredited four-year college with a bachelor's degree and coursework applicable to the program, AND at least three (3) years of progressively responsible experience in student support, human services or social services; OR
• An equivalent combination of training and experience.

Additional experience as outlined above may be substituted for the education on a year-for-year basis, or additional education may be substituted for the experience on a year-for-year basis up to two (2) years.
KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Program goals, objectives, policies, procedures and practices applicable to area of assignment.
• District and community resources including governmental, community, and social service organizations and their functions.
• Common issues and challenges facing a diverse population of community college students.
• Student recordkeeping practices and procedures for processing and reporting student data.
• District payroll and general accounting system operations, practices and procedures.
• District rules, policies and procedures applicable to departmental and division operations.
• Principles, methods and practices applicable to the design and implementation of public relations, outreach and marketing programs.
• Research methods and analysis techniques.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District policies, procedures and rules regarding budgeting, purchasing and expense reporting.
• Basic grants administration methods and practices.
• Applicable sections of the California Education Code, Title V and other applicable laws.
• The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student records.

Skills and Abilities to:

• Plan, coordinate and implement programs, services and activities to increase student engagement and academic success.
• Comprehend requests for information or assistance, identify appropriate resources and advocate effectively for students and program participants.
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
• Accurately and effectively evaluate student applications and records for program and services eligibility.
• Organize, set priorities and exercise sound, independent judgment within areas of responsibility.
• Develop and implement appropriate program procedures and controls.
• Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials.
• Reconcile and report statistical information utilizing complex spreadsheets and databases.
• Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
• Maintain confidentiality of District and student files and records.
• 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.
• Uphold the District's mission, values and objectives including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect and engagement.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS

• A valid California driver's license or ability to access and use alternative transportation.

Additional Information

Application Process:

1. Complete the application and answer all supplemental questions; provide detailed information to aid in determining the minimum qualification requirements have been met
   
2. Attach resume
   
3. Attach all unofficial Transcripts for college coursework completed (copies, photos, and downloads are acceptable) displaying any degrees conferred. Foreign transcripts must be evaluated for U.S. equivalency at the applicant's expense - click here for more information.

Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters or letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials. Expenses related to the recruitment process are the responsibility of the applicant. Cabrillo is unable to sponsor work visas. A position eligibility pool may be established in order to fill other full-time, part-time, or substitute assignments as needs arise.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email, and can also be accessed through your application profile.

Conditions of Employment

Selected candidates given a conditional offer of employment are required to submit tuberculosis screening clearance results, proof of eligibility to work in the United States, and present their Social Security card upon hire (for payroll purposes).

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at

Cabrillo College currently provides a benefit stipend contribution for medical, dental, life and long-term disability insurance for full-time employees and eligible dependents. Please note: Employees who work less than 1,040 hours per year are not eligible for benefits. More than part-time contracts will receive a pro rata benefit stipend based on the percentage of assignment.

Classified employees are required to join the California Public Employee's Retirement System (CalPERS) and as such contribute 8% of their monthly salary to CalPERS on a pre-tax basis. (For additional details you can visit the )

For more information related to benefits, please visit the Cabrillo College Human Resources webpage on our website.

01

IMPORTANT: All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process. Be concise, yet specific and informative in your responses to these supplemental questions. "See resume", "Will be answered during interview", attachments, or links/URLs (unless a question specifically requires it) will not be accepted as a substitute for your responses to the questions in the following boxes. Please indicate below that you have read and understood these instructions.

• Yes
• No

02

How would your professional and life experience enable you to contribute to the HSI Grants, Program Coordinator position?

03

Briefly describe your experience with the following software programs: Microsoft Word, Microsoft Excel, Adobe Acrobat (particularly creating forms), and Google Suite (Gmail, Docs, Sheets, & Chat). Please describe one or two examples of documents you have created using any of these software programs, and list any other software programs you have worked with.

04

Describe your knowledge and skills in grant management methods and practices.

05

Please reflect on conversations you have had with people who have expressed viewpoints different from your own. How did these conversations/experiences influence you and how you approach your work?

06

I understand and reconfirm my consent and authorization that if I am a final candidate for this position, Cabrillo College or its authorized agent(s) may conduct job-related background and/or reference checks, including job history, criminal history, identity check, and/or fingerprinting. This reconfirmation question and its answer are confidential and will not be seen by the Search and Selection Committee.

• I agree
• I do not agree

Required Question