Success Center Specialist

Position Description Under general supervision, performs a variety of administrative and secretarial duties in support of the College’s Success Center network and Supplemental Instruction program; exercises considerable initiative and judgment including in the control and maintenance of special programs budgets and other financial records for the College’s Success Center network and Supplemental Instruction program.

Responsibilities

Responsibilities include, but are not limited to, the following:

• Audit, control, and maintain special programs budgets, numerous budget accounts, and other financial records for the College’s Success Center network and Supplemental Instruction program; notify Dean of significant variances; initiate budget transfers; recommend methods of limiting expenditures or transferring funds between accounts.
• Reconcile contract payments posted in database to ensure payments are made on time and charged to correct general ledger budget accounts; prepare budget reports; calculate aggregate and individual center and employee costs.
• Assist in the development of the annual unit budget request; research and calculate costs; verify calculations made by others; compile information for and make recommendations on projected expenditures; create purchasing change requests; write justifications for budget transfers.
• Prepare purchase orders and purchase requisitions; order office supplies and maintain inventory of equipment, materials, and instructional supplies.
• Prepare, process and verify a variety of employment and payroll documents; calculate and monitor load; prepare labor requisitions; monitor accumulated work time and track hours and days worked; advise the effected area (Success Center or Supplemental Instruction) and Dean before upper limits are reached.
• Set up filing, record keeping, and tracking systems and train others in their use; coordinate the flow of information including monitoring progress and deadlines of projects assigned to others.
• Monitor administrative operations for all Success Centers and Supplemental Instruction; recommend changes, solutions, and improvements to existing fiscal and administrative processes and procedures; in collaboration with staff, develop and implement processes and procedures to improve the unit's administrative procedures; provide support and assistance to department Dean for various administrative functions.
• Maintain database and track terms for apprentices.
• Notify faculty and staff of daily absences for impacted center.
• Compile information, prepare, and processes complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Prepare and format a variety of complex documents and financial and statistical reports including graphs, charts and tables.
• Receive complaints and concerns; obtain full details of the complaint and resolve the matter or refer it to the proper person.
• Arrange, coordinate, and schedule a variety of meetings.
• Type, edit, and format a variety of instructional and administrative materials; compose correspondence from general instructions; may attend meetings and take notes.
• Uses a variety of office equipment including computer and supporting software, printer, calculator, and copy machines.
• Perform related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Demonstrated evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds in a community college environment.
• Knowledge of:
• Generally accepted office practices, procedures, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Interpersonal skills using tact, patience, and courtesy.
• Principles and practices of record keeping.
• Proper English usage, grammar, vocabulary, punctuation, and spelling.
• Arithmetic.
• Ability to:
• Perform a variety of administrative and secretarial duties and activities of a general and specialized nature in support of the support of the College’s Success Centers, Supplemental Instruction, and the division.
• Learn, understand, interpret, apply, and communicate pertinent codes, laws, and regulations pertaining to area of assignment.
• Learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office.
• Type 65 net words per minute.
• Take and transcribe meeting notes.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Review financial and statistical documentation for accuracy, completeness, and compliance with required procedures and regulations.
• Organize and coordinate office procedures, coordinate the work of others, and prioritize workload; perform complex secretarial and technical tasks within defined deadlines.
• Maintain accurate and orderly records and files.
• Use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Follow written and oral directions.
• Communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

DESIRABLE QUALIFICATIONS

• Knowledge of community college programs and services.

Additional Information

SPECIAL CONDITIONS

Working hours: Monday through Friday, 7:30am - 4:30pm

APPLICATION PROCESS

Chaffey College utilizes an online electronic application system. The application can be accessed at https://www.schooljobs.com/careers/chaffey. The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents; only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.

• Cover Letter
• Resume

CONDITIONS OF EMPLOYMENT

This is a full-time, 12-month, classified bargaining unit position located at the Rancho Cucamonga Campus. Start date: as soon as possible. Range 20 of the CSEA Salary Schedule with starting salary of Step A, $5,760/month. Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.

REQUIRED TESTING INFORMATION

Applicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: Language Arts and General Math. All applicants will be notified via email of the testing day and time or to utilize the online self-scheduling feature. There is additional information regarding testing on the Human Resources main page, "Testing Information" link. Previous passing test scores within one year will be applied and you will not need to retest.

Benefits

Chaffey College offers an exceptional benefit package (50% of full-time or more). Read more to learn about our health care, dental program, and vision services for employees and eligible dependents. The district also offers employee life insurance; sick leave; vacation (non-faculty); and retirement coverage through the State Teachers' Retirement System (STRS) for academic employees or the Public Employees' Retirement System (PERS) classified.