Academic Scheduling Specialist - Pleasant Hill, United States - Contra Costa Community College District

Description

Posting Details (Default Section)

Position Title Academic Scheduling Specialist
Special Instructions to Applicants
NOTE : New employees will be placed at the first step which is $70,440 per year, second step $74,004 per year or third step at $77,748 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $85,836 per year is reached on the salary schedule.

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds, students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Diablo Valley College
Posting Number
# of Openings 1
Range 61
Salary YEARLY: $70,440, step 1 - $85,836, step 5 (see special instruction for initial step placement)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration: N/A
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday - Friday
8am - 5pm

Shift Differential % N/A
# of Months 12
Non-work Periods: N/A
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D1100-Instruction Office
Position Definition
To perform a variety of responsible, complex and technical tasks related to producing the college's master schedule of classes and/or catalog course listings including analyzing, monitoring and maintaining the college database of courses, sections, student registration, facility scheduling, and faculty instructional and non-instructional assignments.

Distinguishing Characteristics
N/A

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Coordinates development of the college schedule for each term, including establishing schedule development timelines.
Collects and reviews data; projects number of sections for day and evening courses; prepares list of full-time faculty available; projects number of part-time instructors needed; assigns usable classroom space.
Receives scheduling materials from departments; reviews teaching schedules and room schedules and works with affected department to resolve scheduling conflicts; inputs information in database.
Requests data processing to produce a tentative schedule for each department; reviews accuracy of schedules submitted by department.
Identifies, confirms and enters faculty reassigned time and non-instructional load; requests, documents and maintains required instructional office reports.
Verifies faculty load against contractual obligations (part-time load maximum, full-time semester and variance banking limit, full-time load maximum for academic year and restrictions on full-time overload for pay).
Performs mathematical computations to determine Full-time Equivalent Faculty ( FTEF ) contact hours, pay hours and Full-time Equivalent Students ( FTES ).
Reviews and maintains hourly teaching budget; updates schedule in Enterprise Resource Planning ( ERP ) System throughout the term; produces and disseminates a list of additions, deletions and changes to schedule.
Collects information from various campus sources and colleges; advises departments to update assigned sections of the catalog; verifies courses to insure accuracy; edits and prepares catalog copy for submission to printer.
Runs and reviews course load audit reports and instructor load audit reports for accuracy.
Processes requests for cancellations; confirms that students have been notified of cancellation and advised of alternative available sections.
Processes reservations for all instructional room space; assists business office with room reservations for off-campus agencies.
May assist in negotiations for off-campus facilities.
Answers inquiries concerning scheduling activities, policies, or programs.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Three (3) years of experience performing increasingly responsible administrative or clerical duties in a similar work environment, including at least two (2) years performing technical administrative support duties.

EDUCATION / LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of
Modern office methods, procedures, practices and equipment.
District and college policies and procedures.
Instructional contract rules and regulations.
Payroll rules, policies, and records relating to time reporting for academic staff.
Standard business English, grammar and spelling.
Software used for producing college class schedules and catalog.
Modern software applications (Microsoft Office Suite, etc.) and database software.

Minimum Qualification-Skill To
Skill/Ability to:
Perform responsible and complex clerical work using independent judgment.
Analyze situations and make decisions in procedural matters.
Perform accurate mathematical computations.
Effectively multi-task and organize time to meet schedules and timelines.
Prepare and maintain accurate and complete records and reports.
Maintain discretion and confidentiality.
Utilize specialized software applications and current systems used in the assigned unit.
Understand and carry out both oral and written instructions in an independent manner.
Communicate effectively, both orally and in writing.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To
N/A

Desirable Qualifications
1. Customer Service - Demonstrates excellent skills in dealing with internal and external clients in person, on the telephone, and in written communications. Combines patience, determination, and persistence to troubleshoot client issues and develop solutions that support student success.

2. Time Management - Manages a challenging workload of multifaceted data analysis and entry within tight deadlines and with frequent interruptions.

3. Critical Thinking/Analysis - Strong problem-solving and analytical skills. Ability to critically review and resolve issues related to faculty assignments, class assignments, time schedules, room assignments, and related matters and understand their relationship to student success.

4. Familiarity with Management Information Systems ( MIS ) such as Colleague, Access, SQL , Tableau, and other scheduling tools and software related to building academic schedules. Demonstrates competence in the use of computer resources such as MIS systems, Excel, and Word to create and maintain files, retrieve data, manipulate data, format reports, and publish final documents.

5. Teamwork - Enjoys working as a team member as well as independently. Able to complete complex tasks through collaborative processes while adhering to strict timelines.

6. Regulations - Monitors and applies complex rules, contracts, and procedures from a variety of sources.

Job Open Date: 04/22/2024
Job Close Date: 05/24/2024
Open Until Filled No
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure , all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

About Us
About the District

The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.

Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 41,364 students a year, in fiscal year the demographic make-up of the students was 9% Black/African American; 21% Asian/Pacific Islander; 34% Hispanic/Latino; 25% White/Caucasian; and 11% Other.

The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.

Contra Costa College

Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 69 years. Most of the 10,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College

DVC is committed to increasing student success. The college has distinguished itself as one of the nation's most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC's career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.

Los Medanos College

Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):


Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):


POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to . For administrative purposes, requests must be made at the time of application.

COVID-19 Information
N/A

Quicklink
Diversity Statement
It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Tell us how you meet the minimum qualifications of (1) Possession of an Associate degree from an accredited college, or the equivalent. If you do not possess the degree, please include an equivalency form describing your background in the attachment section of this online application; (2) 3 years of experience performing increasingly responsible administrative or clerical duties in a similar work environment, including at least 2 years of performing technical administrative support duties.
   (Open Ended Question)
2. Describe your approach to customer service and your skills and ability to form professional relationships with staff at all levels of the organization as well as maintain liaisons with external customers with which the department interacts.
   (Open Ended Question)
3. Please tell us about your experience utilizing standard office business technology, such as Word and Excel, to perform a variety of administrative tasks and mathematical calculations. Include your experience with integrated computer systems such as Colleague, Banner, or Salesforce.
   (Open Ended Question)
4. Please tell us about your previous experience that demonstrates application of analytical ability. Include an example of a time when you had to analyze highly detailed information and make a recommendation for action that resulted in positive outcomes for the organization.
   (Open Ended Question)

1. Resume/CV
2. Unofficial Transcript (must show degree(s) conferred)

1. Application for Equivalency
2. Unofficial Transcript 2
3. Unofficial Transcript 3
4. Unofficial Transcript 4
5. Foreign Degree Evaluation Form (NACES Approved Agency)