Job Details

Matriculation/Instructional Support Specialist
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Position Number: 1334893
Location: Santa Barbara, CA
Position Type: Other Administrative Positions

ANNOUNCEMENT OF POSITION
PLEASE APPLY AT: https://jobs.sbcc.edu
WE NO LONGER ACCEPT PAPER APPLICATIONS
PLEASE CIRCULATE AND POST THIS ANNOUNCEMENT

Matriculation/Instructional Support Specialist
Matriculation – FT/12 Mo
CLASSIFIED OPEN AND PROMOTIONAL OPPORTUNITY

Nine step salary range, initial placement customarily at first step with annual advancement to the next higher step. 40 hours per week, 12 months per year, plus fringe benefits; 12 month probation period. All work schedules and work assignments are subject to change based on the needs of the College

SALARY RANGE: $4,298.92/Mo. – 4,864.67/Mo.
(Nine step Salary Range continues to a maximum of $5,238.92)

WORKING HOURS: Monday –Friday 7:30 am – 4:00 pm

PLEASE APPLY AT: https://jobs.sbcc.edu

ONLINE APPLICATION MUST BE RECEIVED BY: Monday, November 26, 2018
Online applications must be received by 11:59 p.m. PST on the closing date.

(Interviews by Invitation Only)

BASIC FUNCTION:
Under the direction of an assigned administrator, perform a variety of specialized duties in support of English, Math, English Skills and assessment functions; plan, coordinate and organize office activities and coordinate flow of communications, correspondence, assessment functions, class scheduling and information for assigned administrators; provide technical information and assistance to students and others concerning English, Math, English Skills and assessment operations, activities and courses.

REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform a variety of specialized duties in support of English, Math, English Skills and assessment operations and activities; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information for assigned administrators.

Provide technical information and assistance to students, staff, faculty, administrators and the public concerning English, Math, English Skills and assessment programs, operations and related courses, schedules, functions, activities, standards, requirements, services, policies and procedures.

Serve as the primary secretary to assigned department chairs and administrators; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.

Provide technical assistance for assessment functions and activities; coordinate schedules for essay readers; compile, prepare, assemble and distribute departmental writing and reading exam packets for assessment testing; prepare and distribute assessment notifications and instructions.
Distribute, collect and process class schedule forms and documents; compile, prepare and distribute schedule packets to department chairs; assist department chairs with developing schedules and identifying and resolving related issues and conflicts; process and implement scheduling changes as needed; open or close classes as requested; assist students with selecting and enrolling in classes.

Receive students and other visitors; provide assistance or direct to appropriate staff; respond to inquiries and provide assistance and information; exercise independent judgment in resolving a variety of issues; refer difficult issues to administrators.

Compile information and prepare and maintain a variety of records, reports and files related to students, enrollment, scholarships, attendance, faculty, schedules, assessment, courses, substitutes and assigned activities; maintain departmental reference materials.

Input and update student grades, scheduling and a variety of other data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized reports, schedules and documents as required; assure accuracy of input and output data.

Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, announcements, bulletins, agenda items, lists, notices, schedule requests, scholarship applications, class descriptions, evaluations and other materials; review, revise, edit, format and proofread a variety of documents and information.

Coordinate and attend a variety of meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.

Research, compile and verify a variety of data and information; compute statistical information for reports; process and evaluate various forms, applications and paperwork; duplicate, assemble, distribute, collect, verify, post and assure accuracy and completeness of various documents.

Provide special support for faculty such as arranging for e-mail accounts, voice mail accounts, storage cabinets, office cubicles and substitute lists.

Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; initiate transfers as directed.

Perform special projects and prepare various forms and reports on behalf of assigned administrators; attend to administrative details on special matters as assigned; prepare, assemble, distribute and collect scholarship applications and materials.

Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed.

Receive, sort and distribute mail as required; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed.

Maintain appointment and activity schedules and calendars for assigned administrators; coordinate travel arrangements and hotel reservations as required; reserve facilities, equipment, services and supplies for meetings, in-services and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; prepare and process purchase orders, invoices and requisitions and arrange for payments as assigned.

OTHER DUTIES:
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Terminology, practices and procedures of assigned office.
Organization, operations, policies and objectives of English, Math, English Skills and assessment programs and activities.
Modern office practices, procedures and equipment.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
General methods, procedures and terminology used in clerical accounting work.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Data control procedures and data entry operations.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Mathematic calculations.

ABILITY TO:
Perform a variety of specialized duties in support of English, Math, English Skills and assessment functions.
Plan, coordinate and organize office activities and coordinate flow of communications, correspondence, assessment functions, class scheduling and information for assigned administrators.
Provide technical information and assistance to students and others concerning English, Math, English Skills and assessment operations, activities, schedules and courses.
Learn practices, procedures and techniques related to student assessment and class scheduling.
Assure smooth and efficient office operations.
Compose correspondence and written materials independently or from oral instructions.
Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Perform a variety of clerical accounting duties in support of assigned activities.
Type or input data at an acceptable rate of speed.
Understand and resolve issues, complaints or problems.
Answer telephones and greet the public courteously.
Communicate in a designated second language as assigned by the position.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing.
Add, subtract, multiply and divide with speed and accuracy.

EDUCATION AND PAID EXPERIENCE:
Any combination equivalent to: graduation from high school and four years of clerical or secretarial experience involving frequent public contact.

PREFERRED QUALIFICATIONS:
Demonstrated ability to take initiative and suggest new ways to provide support to students and department chairs
Experience working with students from diverse cultural, ethnic, socioeconomic, academic, and disability backgrounds
Demonstrated ability and commitment to creating a welcoming environment
Demonstrated ability to serve with understanding and compassion students facing difficult and confusing circumstances
Demonstrated understanding of the Hispanic Serving Institution designation and its implications for campus programs and services
Ability to speak Spanish
Demonstrated understanding of AB 705 legislation, specifically the new placement criteria for both English and Math, and demonstrated familiarity with and respect for the implementation plan and processes for the English and Math departments.
Familiarity with support services for student referral

WORKING CONDITIONS:
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ENVIRONMENT:
Office environment.
Constant interruptions.

PHYSICAL DEMANDS:
Regular operation of a computer keyboard, calculator, and other normal laboratory and office equipment.
Seeing to view a computer monitor.
Reading a variety of complex materials.
Ability to remain in a stationary position (sitting or standing) for extended periods of time.
Communicating and expressing oneself clearly on a variety of educational topics in conversation with, and presentations to, staff, students, and members of the community.
Monitor student activities.
Hearing and speaking to exchange information.
Bending at the waist, kneeling or crouching.
Mobility to reach various campus locations.
Reaching overhead, above the shoulders and horizontally.
Lifting, carrying, pushing or pulling objects as assigned by the position.

Sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of Community College Students.

GENERAL REQUIREMENTS (Upon Offer of Employment):
The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
Selected candidate must be able to perform essential functions of the position with or without reasonable accommodations.
Proof of college coursework or degrees indicated will be required of selected candidate.
All offers of employment are subject to approval by the Board of Trustees.

BENEFITS:

The District offers a cafeteria style plan in which employees are given a district allowance and may choose from a number of medical and dental plans. Life and income protection insurances are also available.
Vacation days (based on assigned hours) are earned and accumulated on a monthly basis.
Sick leave is earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.
Holidays: 15 holidays per year.
Credit Union: The Santa Barbara Teachers Federal Credit Union offers a variety of services.
Retirement: Employees, who work 20 or more hours per week, are covered by the Public Employees Retirement System (PERS), Social Security, and Medicare.

APPLICATION PROCESS
Apply online at https://jobs.sbcc.edu. We no longer accept paper applications. Assistance with the online application process is available on campus at the Human Resources office, 721 Cliff Drive, SS-230, Monday-Thursday: 8:00 a.m. – 4:00 p.m., Friday 8:00 a.m. – 12:30 p.m., or by phone (805) 965-0581 ext. 2258. Resumes are not accepted in lieu of SBCC online application. Online applications must be received by 11:59 p.m. on the closing date.

Additional Instructions:
Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.

ACCOMMODATION FOR THE DISABLED: If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please call the Human Resources Office.

SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

- EQUAL OPPORTUNITY - TITLE IX EMPLOYER
JOB# 11/18 – C293