Allan Hancock CollegeClassified -Technical
Human Resources Range 16
COMMUNITY EDUCATION PROGRAMTECHNICIANII
DEFINITION
Under limited supervision, perform a wide variety of responsible and complex secretarial and technical duties to support the community education class schedule production and data/file management; and do related work as required.
CLASS CHARACTERISTICS
The incumbent reports to the community education dean and is delegated a substantial amount of administrative detail in supporting community education class schedule production, including the preparation of web- based, electronic and print materials, which require a detailed knowledge of the community education program, processes and procedures. The ability to meet multiple deadlines while under pressure andmaintain a high level of accuracy and attention to detail in the development of class schedule information is essential. The incumbent operates with a considerable degree of independence in preparing and editing written materials for print and electronic communication. The incumbent must have a thorough working knowledge of college policies and procedures and has responsibility for multiple office functions that often cross departmental lines. The incumbent may give guidance to student workers. There is a high frequency of contact with faculty, staff, and the general public (students) and staff outside of the CE department requiring excellent interpersonal communication skills. High level computer skills are essential.
ESSENTIAL FUNCTIONS
1.Under direction of the community education dean and coordinator, initiates and guides the production of three annual CE class schedules including: organize and input data compiled from varied sources,update schedule information and coordinate review by faculty and staff for final proofing.
2.Maintains and edits the spreadsheetneeded for the production of each community education class schedule.
3. Provides information and assistance to the general public (students),community educationfaculty, and staff which requires an in-depth understanding of departmental policies and procedures.
4.Develops master calendar for each class schedule production cycle; coordinate deadlines for schedule timelines with public affairs & publications assistant and campus graphics computer publishing specialist.
5. Updates and maintains the community education faculty mailing list and directory.
6.Prepares letters of intent (teaching availability)and confirmation letters for community education faculty (excluding English as a Second Language), credit program coordinators;and tracks their return.
7.Documents and tracks faculty/staff requests for class changes and coordinates input of information to assure timely completion of the schedule in compliance with established procedures.
8.Works collaboratively with the academic affairs scheduling office when submitting class schedule for input and developing the schedule timeline.
9.Provides room list and updates for all on-campuscommunity education classes to plant services.
10.Maintains budget records, develops purchase requests, verifies funds available, obtains price information for instructional supplies and office supplies from varied vendors.
11.Reviews, updates and distributes Community Education Faculty Resource Guide, including edits from community education staff and dean.
12.Provides registration support at the front counter and for special events.
13.Re-assignscoursebudget codes for business services and academic affairs staff for input in financial and academic systems three times per year; reviews class fees, budget, and detail codes and provides updates to business services and academic affairs staff.
14.Updates community education webpage and post documents online.
15.Acts ascommunity education liaison with campus graphicsto assist faculty and staff with print requests.
16.Assists faculty with classroom equipment requests and operational procedures or problems.
17. Providessupport for the Mature Driver program; orders and types certificates and coordinate class schedule with assigned faculty and maintains program files.
19.Provides support tocommunity educationcoordinator and public information specialist when needed.
20.Performs related work as required.
MINIMUM QUALIFICATIONS
Knowledge of:
Office management techniques and organizational skills;
Written business communications;
Computer applications;
Correct English usage, spelling, grammar, and punctuation;
Office methods, procedures, and equipment, including filing systems.
Demonstrated ability to:
Develop and maintain cooperative working relationships with those contacted during the
course of work;
Understand and carry out oral and written directions;
Work independently, organize workload and establish priorities;
Learn and interpret specific rules, processes, and policies and apply them with good judgment
in a variety of procedural situations
Operate a computer with accuracy and speed;
Keyboard at a rate of 50 wpm;
Establish and maintain office records and files.
Education and Experience:
An associate degree in business, or word/information processing systems, or equivalent and
two years of increasingly responsible clerical or related experience OR any equivalent
combination of training and experience.
Working Conditions
Duties are primarily performed in an office environment, at a desk or at a computer terminal.
The incumbent will experience interruptions while performing normal duties during the regular workday.
The incumbent will have a contact, in person, with executive, management, supervisory, academic, and classified staff and the general public.
Physical Demands:
May sit for extended periods of time.
Operates a computer.
Communicates over the telephone or in person.
Ability to lift, carry, and/or moves objects weighing up to 10 pounds.
Special Qualification:
A sensitivity to an understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
R07/12
9/11
5/11
NM rev 3.12