DEFINITION: 

Under supervision of the Dean, Academic Affairs, the incumbent performs  para-professional and technical duties to relieve the Dean of administrative detail by overseeing the Community Education student admissions and registration operations; values and promotes the mission and vision of the college.

 CLASS CHARACTERISTICS: 

Under minimal supervision, the incumbent is required to make independent decisions concerning appropriate registration and admission procedures for the Community Education program.  The incumbent assists the coordinators with program development, planning, and maintenance. The incumbent requires experience and expertise related to a wide variety of community college functions and operations, and has a high frequency of responsible contact with students, staff, faculty, external agencies/organizations, and the public requiring sound judgement, tact, excellent conflict resolution and communication skills.

1. 1. Assists with planning, developing, scheduling, and organizing the Community Education program.

   2. Reviews, proofreads, and edits the fee-based and noncredit class schedules.

   3. Responds to inquiries and meets with professionals interested in teaching for the fee-based program.

   4. Submits hiring paperwork for new faculty to the supervisor.

   5. Works collaboratively with various departments including Admissions and Records, Cashiering, and Information Technology Services, to resolve admissions and registration issues.

   6. Provides administrative support for the Community Education fee-based program including faculty payroll, budget and expense transactions, class fee calculations, and facility rentals.

   7. Monitors fee-based and noncredit class enrollments and advises the Dean of low enrollment; prepares and processes cancellation paperwork.

   8. Prepares and approves exception fee-based refund requests.

   9. Collaborates with the coordinator and Auxiliary Accounts department for Auxiliary Trust Account transactions including processing PCPA employees and vendor payment transactions in support of the fee-based program.

   10. Coordinates with faculty and external agencies/organizations to secure off-campus classroom space. This includes serving as liaison between off-campus sites and Community Education to resolve various issues, requesting faculty access from off-campus facilities; and maintaining keys and security alarm codes.

   11. Interprets and explains general district policies, practices, and procedures, and gives information related to instructional programs to the general public, faculty, staff, students, and external agencies/organizations.

   12. Visits off-campus sites to review facilities for Americans with Disabilities Act (ADA) compliance, drafts or updates and submits MOUs/contracts/agreements, including certificates of insurance, for supervisor’s review and approval. 

   13. Under direction from the Dean, discusses rental fee cost limits with off-campus administrators.

   14. Reconciles the Community Education student accounts receivable report; including researching detailed student account and registration transactions, processes manual student drops, and places student account holds.

   15. Processes student enrollment verifications; resolves fee-based student registration issues and maintains and updates the registration procedure manual.

   16. Assists in the development of and provides orientation for new fee-based faculty on Community Education procedures.

   17. Assists with registration for special events and workshops.

   18. Performs other related functions as assigned.

Knowledge of:

• Community Education functions, policies, procedures, and clerical operations and general college district policies;
• Office management techniques and organizational skills;
• Basic methods of supervision and training;
• Written business communications;
• Operation of a computer and assigned software;
• Records management;
• Correct English usage, spelling, grammar, and punctuation;
• Family Educational Rights and Privacy Act (FERPA).

Demonstrated Ability to:

• Use good judgment when interpreting and applying college regulations, policies, and procedures;
• Develop and maintain cooperative relationships with those contacted during the course of work;
• Investigate and research problems and present recommendations for solutions;
• Work independently, with minimal supervision to organize workload, establish priorities, and meet scheduled deadlines;
• Train clerical staff and student assistants;
• Operate a computer and perform difficult technical and clerical work with speed,  accuracy and great attention to detail;
• Perform accurate mathematical calculations;
• Establish and maintain accurate and complete office records and files;
• Compose correspondence independently.

Education and Experience:

An associate of science degree in secretarial science or information processing systems or related subject matter and three years of experience at or equivalent to the level of Office Services Technician at Allan Hancock College OR equivalent to the completion of the 12^th grade and four years of increasingly responsible clerical experience OR any equivalent combination of training and experience.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk, or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday.
• The incumbent will have contact, in person, by email and by phone with staff, students, and the general public.

Physical Demands:

• Typically may sit for extended periods of time.
• Operates a computer. 
• Communicates in person, by email, and over the telephone.
• Regularly lifts, carries, and/or moves objects weighing up to 10 pounds.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.