Instructional Coordinator IV (Health Professions and Public Safety)

Description

Example of Duties

Essential Duties:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Coordinates the day-to-day operations of the School of HPPS.
• Serves as office coordinator to the Dean.
• Serves as a liaison and resource between the Dean and faculty, staff, students, community representatives, and the public on Admissions & Records and Health Professions/Public Safety policies and procedures. Prepares and transmits correspondence for students, verifying student status and other information. Responds to formal requests for student records and related documentation from authorized agencies or institutions, ensuring appropriate verification, coordination with other departments, and preparation of materials in accordance with established regulations and procedures.
• Maintains efficient office operations by ordering office supplies and preparing and processing purchase requisitions, travel requests, and other fiscal-related forms in compliance with District procedures.
• Composes and types correspondence, reports, and other documents; reviews and proofs materials for accuracy, completeness, and conformance with applicable rules and regulations.
• Provides timely and accurate administrative and clerical support for the Admissions & Records Office and the School Dean for the School of HPPS.
• Prepares and processes purchase requisitions, travel requests, and other fiscal-related forms in compliance with District procedures.
• Coordinates and maintains all items related to the registration cycle for the School of HPPS, including updates to the schedule of classes and the website.
• Interprets and implements policies, regulations, and operational procedures pertaining to this service area to faculty, staff, students, and the public.
• Maintains administrative software to ensure compliance with all State and Federal regulations and reporting requirements. Assists the Dean in maintaining relationships with third party vendors for updates to products.
• Performs routine administrative tasks including maintaining calendars, schedules and appointments, transcribing, picking up and distributing mail, processing purchase requisitions, receiving and storing supplies and materials, maintaining office inventory and printed materials, answering and redirecting inquires, and maintaining files and records. Designs, prepares, and updates office calendars, bulletins, and forms.
• Arranges for meetings, conferences, travel and accommodations. Processes travel advances, requests for reimbursements, and other travel related documents in a timely and accurate manner.
• Maintains, and coordinates assigned areas’ annual budgets. Monitors all budget activities, ensuring expenditures are classified properly and do not exceed the established budget. Makes deposits, processes budget transfers, salary account code changes, and other financial related items.
• Submits requests, provides work direction, trains, schedules, coordinates, and assists with the evaluation of performance and functions of college assistant and short-term employee positions.
• Maintains a tracking system for hours worked and payroll related expenditures of all college assistant and short-term positions. To ensure accuracy, reviews timesheets for timely submittal to Dean or other management staff for signature and further processing. Prepares and maintains assigned payroll related reports, spreadsheets, and other documents in compliance with district policy.
• Compiles data for and composes reports independently. Performs data input for all relevant department functions, including information that may be of a privileged or sensitive nature. Performs other computer-input tasks relative to the operation of the department.
• Reconciles error reports for both internal use and outside agencies such as the Accrediting Commission for Community and Junior Colleges (ACCJC) and National League for Nursing Commission for Nursing Education Accreditation (NLN-CNEA).
• Updates the School’s Office webpages on the College of the Canyons website.
• Researches, maintains, and compiles various records and reports of office operations, personnel, and equipment as instructed. Assists in the preparation and submission of college, State, and Federal mandated reports and documents. Manages the flow, storage, and imaging of department documents.
• Initiates and answers telephone calls. Screens and directs calls and visitors to appropriate personnel. Provides information and assistance as appropriate.
• Trains new staff on software, policies, procedures, and in basic use of office equipment such as personal computers, copier, fax machine, shredder, and document imager.
• Attends professional meetings/conferences to enhance professional development and increase the operational effectiveness of the office.
• Enforces program regulations; provides advisement to Allied Health and Public Safety program applicants and students; maintains and updates program selection policies and mission statement.
• Coordinates and oversees all components of the program selection process. Provides accurate information to applicants and potential applicants; accepts and processes applications; reviews and prepares applicant files; evaluates transcripts; maintains student lists and databases (acceptances, alternates, remediation lists); assesses eligibility; screens and directs students; coordinates applicant grievances; and ensures adherence to established selection policies.
• Monitors student program requirements including healthcare clearances and verification of ability to participate in all required program elements. Processes related paperwork such as absence slips and accident reports. Coordinates, organizes, and facilitates program orientations.
• Supports daily division operations by ensuring office set-up and readiness to facilitate the flow of activities and services.
• Oversees submission of required student documentation to clinical site personnel and, in collaboration with department chairs, program directors, and assistant program directors, supports the process for submitting facility requests to clinical sites.
• Serves as primary contact with hospital and clinic sites utilized by the programs. Coordinates schedules with hospitals, maintains facility use contracts, verifies availability each semester, and oversees provision of required student documentation to site personnel.
• Assists with faculty compliance and administrative processes including maintenance of licensure and clearance data, preparation of correspondence, and participation in faculty meetings by providing clerical support and recording minutes.
• Interfaces with external regulatory and accrediting agencies including the Board of Registered Nursing, Accreditation Commission for Education in Nursing, Department of Health Services, California Department of Public Health, and Chancellor’s Office. Compiles and submits required reports and forms for these agencies.
• Collaborates with college service areas such as Counseling, EOPS/CARE, DSP&S, Student Health Center, and Admissions and Records to support student access and program requirements.
• Performs other related duties as assigned.

• Policies, procedures, functions and organization of the Instructional School.
• State and federal laws, codes and regulations related to academic program admissions, registration, matriculation and records maintenance.
• Modern automated record-keeping systems.
• Computer software applications including spreadsheet, database, and word processing programs.
• Oral and written communication skills.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Community college organization, operations, policies and objectives.
• Interpersonal skills using tact, patience and courtesy.
• Policies and objectives of assigned programs and activities.
• Budget preparation and control.

• Coordinate, organize and schedule administrative and clerical functions and activities.
• Learn, interpret, and apply related laws, regulations, guidelines, policies, and procedures. Develop and implement related policies and procedures.
• Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
• Prepare clear, complete and concise documents, forms and reports.
• Apply knowledge of modern office practices and equipment including automated word processing, record management and filing systems.
• Establish and maintain comprehensive and accurate files and records, prepare concise and complete reports as required.
• Maintain confidentiality related to students and any personnel information.
• Take responsibility and use professional judgment based on established guidelines and procedures.
• Work independently in the absence of supervision.
• Assume responsibility for routine department problems.
• Type with speed and accuracy using District computer information system, word processing, spreadsheet, database, and other business-related software; make arithmetical calculations in like manner.
• Communicate effectively both orally and in writing with a variety of people at all organizational levels in an academic environment.
• Understand and carry out oral and written directions.
• Establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
• Adapt to changing student and procedural requirements.
• Demonstrate excellent customer service skills and ability to multi-task in team-oriented environment.
• Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

Qualifications and Minimum Requirements

Minimum Requirements:

Experience:
Three (3) years full-time administrative/clerical support experience working in community colleges, universities, high schools, related community agencies OR similar work involving programs or activities to assist the public OR comparable experience in a position which includes specialized clerical duties and interaction with the public.

Education:
Education equivalent to an Associate’s degree (60 semester units) from an accredited college or university is required. Two additional years of related experience in addition to that identified above may be substituted for each year (30 units) of the educational requirement.

Desirable Qualifications:

• Additional college level education.
• Experience in project management, and office leadership.
• Knowledge of Instructional Programs and the Matriculation process.
• knowledge of Instructional policies and procedures.
• Extensive knowledge of computer applications: Microsoft Office Suite software (Access, Word, Excel, Outlook, and PowerPoint) and administrative software (Datatel, Banner, PeopleSoft, etc).

Further Details

District Classified Employee Benefits:
Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.

Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.

Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.

Board of Trustees approval.

Official, sealed transcripts are required upon offer of employment.

Equal Employment Opportunity:
Santa Clarita Community College District is an Equal Opportunity Employer.

The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

About the District:
Why Work at College of the Canyons?
College of the Canyons (COC) is a nationally recognized Hispanic-Serving Institution located in Santa Clarita, California, and is dedicated to fostering student success in a dynamic and inclusive environment. Serving over 37,000 students across two campuses, COC offers more than 275 degree and certificate programs and is known for its strong transfer pathways, award-winning workforce programs, and innovative initiatives like Zero Textbook Costs (ZTC) and the Canyons Promise program, which provides two years of free education for new full-time students. As a regional leader in innovation, equity, and community engagement, the college partners with over 100 organizations, and has secured millions in grants and workforce development funding. Its students regularly transfer to top UC schools, win national scholarships, and contribute to projects reaching as far as NASA. With new facilities like the Takeda Science Center, an Intercultural Center, and robust University Center partnerships offering bachelor’s and graduate degrees, COC continues to grow its impact. Faculty and staff are driven by a shared commitment to teaching excellence, respect, creativity, and meaningful community connections, all in a vibrant Southern California setting.

APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 - 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360 at 26455 Rockwell Canyon Road, Santa Clarita, CA, 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

• Online District CLASSIFIED Application.
• Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
• Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
• Copies of complete and legible college transcripts clearly indicating all college units earned and any degree awarded. You can submit unofficial copies of transcripts for application purposes. Copies of diplomas are not acceptable in lieu of college transcripts. Official, sealed transcripts are required upon offer of employment. Please see our website for the requirements for evaluation of transcripts from foreign colleges or universities.
• Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
• Supplemental Questionnaire. Please answer the following questions as part of your application packet.
  • Do you possess an education equivalent to an Associate’s degree (60 semester units) or higher from an accredited institution? If yes, list your degree(s) and please provide a legible copy of your college/university transcript(s) in your online application packet. Copies of diplomas are not acceptable in lieu of college transcripts. If no, and you are using additional years of work experience in lieu of the semester units of education, please clearly indicate how you meet the minimum educational requirement through this additional work experience.
  • Please describe your prior experience providing administrative/clerical support working in community colleges, universities, high schools, related community agencies or similar work involving programs or activities to assist the public. Please include employer names(s), position title(s), dates of employment, full-time or part-time status (hours per week), your roles and responsibilities. Please provide your total years of full-time experience in this field.
  • Describe your experience supporting health professions and/or public safety programs (i.e. coordinating clinical or field placements with hospitals or public safety agencies; tracking student healthcare clearances; working with regulatory/accrediting bodies such as BRN, CDPH, DHS; managing selection/registration cycles).
  • Please describe your experience in project management and office leadership.
  • Briefly describe your experience maintaining and coordinating budgets, preparing financial and/or budget reports, as well as your experience using electronic purchasing systems.
  • Describe your proficiency with computer applications and software, such as the Microsoft Office Suite software and any administrative software (such as Datatel/ Colleague, Banner, PeopleSoft, etc.) in a workplace environment.
  • Please describe your experience maintaining a variety of records, reports, files, applications, and/or databases.
  • Please describe your ability to work successfully and thrive in a multicultural, diverse environment.
  • Why do you want to work in this staff position at College of the Canyons?

• Skills evaluation of candidates for interview may be required.
• Travel and relocation expenses are the responsibility of the applicant.
• Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
• “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name and contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
• Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
• Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
• Applicants are encouraged to apply online. If you need assistance with the application process, contact: