Program Specialist - Curriculum and Scheduling

Program Specialist - Curriculum and Scheduling

Hartnell Community College 

Salary: $5,651.00 - $6,868.00 Monthly

Job Type: Full-Time Classified

Job Number: 202400220

Location: Main Campus 411 Central Avenue, Salinas

Department: Curriculum & Scheduling

Closing: 4/11/2025 11:59 PM Pacific

Description

DESCRIPTION:

Under general supervision, oversee and participate in the day-to-day operations of an assigned department or program; provide specialized program support to students/participants; assist in determination of program eligibility for new and ongoing students/participants; prepare and submits for review program tracking, funding and progress reporting; oversee student and hourly workers; and perform related duties as assigned.

DISTINGUISHING CHARACTERISTICS:

In addition to performing all of the duties of a Program Assistant, the Program Specialist oversees the day-to-day operations of the program and performs the more complex program support duties requiring advanced knowledge of the program rules and requirements. The Program Specialist is distinguished from a Program Coordinator in that an incumbent in the latter class has overall responsibility for overseeing a program and has more independent decision making for planning and implementation.

Examples of Duties

REPRESENTATIVE DUTIES:

• Oversees and participates in the day-to-day operations and service delivery of assigned program; assists with developing work schedules for student workers and participates in their training and oversight; assists students, faculty, referral partners, agencies and the community with completion and understanding of complex program requirements and rules; assists applicants with most complex applications including those requiring exceptions for enrollment in program.

• Interviews, reviews and assesses program applicants according to established guidelines; assists with determination of initial and ongoing participant eligibility for programs or services; completes final data entry into a variety of management information systems for participant access to financial awards and program services; provides feedback on intake process and makes recommendations for improvement.

• Organizes and implements orientation and program services and activities, workshops, and academic support programs; ensures eligible students have access to student services including registration assistance for priority enrollment, counseling, educational plan, tutoring and/or access to financial aid; independently researches and resolves the routine to complex student/participant issues.

• Tracks student/participant progress and adherence to program guidelines; researches, collects and compiles information from a variety of sources; assists with studies and complex data analyses to evaluate program operations and effectiveness; compiles and reconciles financial and statistical information; makes recommendations on operational enhancements.

• Participates in program outreach to other departments and industry partners to develop work study positions; assists with identifying students for placement and coordinates student onboarding and work-hour tracking; solicits donations and services from industry partners.

• Facilitates the student worker hiring process including participating in the interview and selection process, onboarding and training processes and confirmation of student worker eligibility.

• Liaises with college preparation programs including local school districts, adult education programs and community groups to identify and recruit potential students and program participants; schedules and facilitates program activities to assist students with matriculation activities; provides information to students on program and college course offerings, majors and transfers and coordinates with Counselors to create education plans.

• Coordinates logistics of program services and events, including coordinating technology and textbook lending programs and liaising with event participants, vendors and sponsors; works with other campus departments and facilities; troubleshoots onsite, proactively resolving issues.

• Represents the District and participates in state and national program training and development and professional group meetings; stays abreast of innovations and proposed changes in program regulations and researches the impacts on District operations.

• Provides administrative and clerical support for assigned program, including maintaining and processing purchase orders, personnel and payroll timekeeping records and information, taking meeting minutes, making travel arrangements, and performing related activities as needed.

• Attends and participates in advisory committee meetings and other appropriate meetings as a member or as an assigned administrative support person who schedules and arranges all meeting details.

As Assigned:

• Acts as School Certifying Official (SCO) in accordance with the U.S. Department of Veterans Affairs School Certifying Official Handbook; reviews student files and documentation and determines eligibility for appropriate VA educational program benefits and provides necessary forms; consults with VA officials and other certifying officials for clarification and assistance with complex problems.

• Responds to requests from other educational institutions/agencies for the verification of student status and records; ensures proper releases are on file to safeguard student privacy; responds to subpoenas and public records requests following established guidelines.

• Oversees the daily operations of assigned education center; answers students' questions in person, virtually or over the phone; provides information regarding District policies, procedures, programs and services; liaises between education center students and the District's student services including admissions, assessments, records and financial aid; oversees education center outreach activities.

• Assists in coordinating instructor load planning and FTEs; calculates and verifies faculty load/schedule information sheets, including data, hours and professional development time, ensuring allowable hours are not exceeded; inputs payroll information for teaching, counseling and special assignments needed to create contracts; distributes payroll and assignment contracts to all faculty; may calculate instructional costs and monitor instructor loads and instructional costs by program.

• Performs other related duties as assigned.

Typical Qualifications

Knowledge of:

• Advanced knowledge of program goals, objectives, policies, procedures and practices applicable to area of assignment.

• Modem office practices, procedures and equipment including advanced knowledge of computers, applicable software programs and third-party management information systems.

• General principles, practices and techniques used in customer service and community outreach.

• Resources available to students and participants including college, governmental, community, and social service organizations and their functions.

• Common issues and challenges facing a diverse population of community college students.

• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.

• District payroll and general accounting systems operations, practices and procedures.

• Basic research methods and analysis techniques.

• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

• Federal, state and local laws, regulations and court decisions governing area of assignment including Family Educational Rights and Privacy Act (FERP A).

• The Americans with Disabilities Act and other local, state and federal laws, regulations and court decisions applicable to providing accommodations and support to students, faculty and staff with disabilities; alternate media and assistive technology tools, equipment and software available to address the specific needs of students in a college-level environment.

• As assigned, knowledge of U.S. Department of Veterans Affairs School Certifying Official Handbook and federal and state regulations applicable to education benefits for eligible veterans.

Skills and Abilities to:

• Oversee and implement the day-to-day activities and services of assigned program and student workers.

• Apply and explain laws, rules, regulations, policies and procedures regarding assigned program.

• Evaluate student and program participant applications and records at a level sufficient to assist with determination of program eligibility.

• Liaise with a variety of educational institutions, community groups, businesses, students and faculty in order to meet program objectives and outcomes.

• Comprehend requests for information and assistance, identify appropriate resources and advocate effectively for student and program participants.

• Assist in planning and implementing program services and activities.

• Organize, set priorities and take initiative in areas of responsibility.

• Assist in program-related compliance tracking and reporting.

• Perform mathematical calculations; assist in monitoring a program or department budget.

• Maintain confidentiality of college and student files and records.

• Analyze situations and make decisions on procedural matters without immediate supervision.

• Communicate effectively, both orally and in writing.

• Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials with limited instructions.

• Operate a computer and use standard business software.

• Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.

• Establish and maintain effective work relationships with those contacted in the performance of required duties.

• Demonstrate an understanding of, sensitivity to, and appreciation for the academic, ethnic, socio-economic, disability, and gender diversity of students and staff attending or working on a community college campus.

• As assigned, learn to calculate faculty loads and create faculty contracts.

Supplemental Information

An associate's degree and five years of experience in relevant program coordination or administrative support, or an equivalent combination of training and experience.

Experience with scheduling or related industry experience, desiredExperience with database management, desired 

CONDITIONS OF EMPLOYMENT:

This is a temporary grant-funded, full-time, 12-month per year classified position at the Main Campus. Weekly Schedule: Monday - Friday, 8:00 a.m. - 5:00 p.m. Starting salary: $5,651/monthly (Step A). The salary range 32 on the CSEA salary schedule is $5,651 to $6,868 (5 Steps). The district provides health benefits, which currently consist of full medical, dental, and vision insurance for employee and a high percentage of coverage for eligible dependents. District-paid life, accident, and income protection insurance is provided for the employee only. Must become a Public Employees Retirement System (PERS) member.

This position will work in the curriculum and scheduling office, working closely on curriculum items related to AB 928 and AB 1111, including assisting the articulation officer. The position will require working in Colleague, CourseDog, COCI, and other related platforms. In addition, the specialist will oversee the tasks related to AB 928 and AB 1111 funding, including creating Special Project Agreements for faculty, tracking the budget, and preparing reports.

(This position will be temporary, approximately 3-4 years, to be funded with AB 928 and AB1111 funding to assist in the curriculum and scheduling office during the implementation of these initiatives).

APPLICATION PROCEDURE

The following documents MUST be uploaded as attachments to your online application:

1) Resume

2) Cover letter

3) Unofficial College/university transcripts

Diversity Statement

The following statement MUST be completed in your online application:

Provide a statement about yourself that specifically demonstrates sensitivity to the needs of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and the community at large.

Fostering a Culture of Care

Caring Campus, developed by the Institute for Evidence-Based Change (IEBC), is dedicated to creating a culture of care within community colleges. The objective of IEBC's https://www.hartnell.edu/hr/caring-campus.html program is to increase student retention and success. We understand that when students feel connected to their college, they are more likely to succeed academically.

At Hartnell College, we embrace the https://www.hartnell.edu/hr/caring-campus.html culture. By implementing intentional, campus-wide behavioral commitments, we enhance our existing student success initiatives and create an environment where care and support are integral.

Join us on this journey of fostering a caring environment where students thrive. Together, we can transform Hartnell College into a place where care and success go hand in hand, empowering our students to reach their full potential.

EEO Statement

Hartnell Community College District is an Equal Opportunity Employer committed to

nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sex, sexual orientation, transgender, marital status, veteran status, medical condition, physical or mental disability consistent with applicable federal and state laws.

To apply, please visit https://apptrkr.com/6109109 

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Salary : $5,651 - $6,868