INSTRUCTIONAL COORDINATING SPECIALIST
#1032
General characteristics:
An Instructional Coordinating Specialist has primary responsibility for coordinating and scheduling courses/programs; a majority of the position involves assisting a manager in developing, scheduling, supporting and coordinating new and repeat courses; coordinates all logistical arrangements for classes, seminars, workshops and special projects; locates and negotiates fees for use of outside facilities in schools, churches or community centers; determines projected cost of courses and recommends fee to be charged; provides assistance to students and instructors on College and specialized program policies and procedures; identifies information and referral networks for students; develops and maintains database and hard copy files for participant tracking and reporting systems; responsible for compiling data and preparing reports related to program certification and accreditation requirements; may develop and coordinate efforts to market courses in the community through special events; may act for the manager in his/her absence within defined scope; may provide ongoing computer technology support; does related work as required. Work requires excellent communication skills to make contact with a wide variety of College departments, students, agencies, organizations, businesses and the general public. Work requires analytical skill and the ability to plan and coordinate task completion. Physical strength and agility may be required to lift and carry boxes of materials and supplies. operating microcomputers and other office equipment requires manual dexterity and good visual acuity.
Examples of Work:
Provides support to a manager by developing, coordinating and scheduling new and repeat courses; suggests ideas for new or revised course content to managers; develops agreements with community agencies and school districts for use of facilities; drops courses from schedule based on department recommendation, community response and/or attendance information; compiles course evaluation information; composes and edits correspondence to instructors and agencies/ schools; develops State and federal reports on programs. Maintains system for monitoring class scheduling, planning and coordinating activities and timelines; develops class description for course catalog and schedule; composes and edits correspondence, memoranda, manuals, reports and handouts; designs, writes and produces schedule information, promotional brochures and course materials; completes required course, purchasing and personnel forms.
Gathers information, compiles data, calculates descriptive statistics, performs analysis and prepares required reports for programs (including certification); assures program paper flow is consistent with State and federal regulations and requirements.
Instructs students in registration procedures and college policies/procedures; advises applicants and clients about the enrollment process, program services and required documentation; clarifies program information and confirms eligibility status; verifies participant enrollment.
Provides administrative support for managers who are responsible to coordinate classes; processes personnel action forms; may assist managers in filling vacant positions; pre-screens resumes of potential employees; compiles and screens applications for positions; sets up interview schedule and participates in selection; compiles class evaluation data and informs manager of problems reported by class participants; sets up and maintains confidential files.
Orients new staff on department and college policies, procedures and office practices; directs the day-to-day workflow in the office; explains special program requirements to continuing and potential students; schedules certification classes required to complete Emergency Medical Technician or Massage Therapy programs, as an example, so that students can complete their training within an acceptable timeframe; plans and carries out special projects for a supervisor.
Knowledge, Skills and Abilities:
Knowledge of administrative procedures including planning, purchasing, personnel, data compilation and report preparation; knowledge of college policies and procedures and the ability to apply them appropriately to day-to-day operations; knowledge of English composition, spelling and grammar; knowledge of and skill in applying office management techniques; knowledge of and skill in maintaining hard copy and automated office records systems; ability to operate office equipment including microcomputers and peripheral devices, ability to operate the facilities scheduling system, FAX, calculator, audiovisual equipment and typewriter; knowledge of and skill in the use of word-processing, desktop publishing, spreadsheet and database software; skill in solving problems; ability to learn State and federal rules and regulations pertaining to the duties of the position; ability to evaluate and make revisions to enhance operating efficiency and effectiveness; ability to conduct research, gather and organize information and prepare reports; ability to maintain fiscal records on courses and to produce accurate cost projections and related fee estimates; ability to accurately clarify, interpret, apply and explain college and department policies and procedures to students and the public; ability to interact with students, staff and the public in a pleasant, tactful and courteous manner; ability to plan work assignments and set priorities; ability to organize tasks; ability to work independently or as a team member; ability to work under pressure and meet deadlines; ability to communicate effectively orally and in writing; ability to establish and maintain effective working relation- ships with supervisor, department personnel, agencies, students and the public; ability to lift supplies and equipment weighing up to 35 pounds; ability to drive as required by the position; ability to work safely.
Supervision:
Reports to and works under the general supervision of a department chair or other supervisor. Work is performed independently according to college and department policies, state and federal rules or regulations and a knowledge of personnel practices, purchasing procedures, information analysis and report preparation. The supervisor is available to consult on problems and policy decisions. work is reviewed for the quality of services provided to the department. This position may have input into hiring decisions and performance evaluations.
Minimum Qualifications:
Two years of post-secondary education in office management, education, social work, psychology, business, marketing or a related field is required. Two years of general office experience performing the full range of office support duties, including extensive public contact, is required.
Equivalent combination of training and experience will be considered qualifying.
4/94 (updated on 9/04)