Job Abstract

Under the direction of the Vice President of Academic Affairs, the Educational Support Specialist performs a variety of specialized and complex duties related to the course schedule preparation and faculty load calculations: prepare organize, enter data for, and format the College's class schedules; monitor data and assure accurate reporting; link faculty to sections and assignments in the database and prepare faculty contracts; and maintain integrity of data.

Essential Duties:

• Plan, develop, organize, and coordinate timelines for the preparation of the schedule of classes for each semester and term.
• Consult and coordinate with division chairs, coordinators, and other College personnel on matters related to the preparation of class schedules.
• Participate in processes to track enrollment; produce reports during weeks prior to the semester/term start date and post-census to track enrollment.
• Prepare load calculations for faculty, both teaching and non-teaching certificated personnel.
• Verify assignments and compensation, including payments and adjustments for absences and substitutions, office hours, and overloads; and prepare and disseminate reports as requested.
• Working with the Dean of Instruction, prepare overload for all instructors.
• Maintain instructor accounts for load banking; monitor load banking limits; prepare and distribute load banking statements.
• Enter all class sections in the database. Track faculty released and reassigned time, sabbaticals and leaves, and other faculty assignments.
• Identify discrepancies and work collaboratively to resolve reporting issues.
  
  
  Other Duties as Assigned:
• May take minutes of meetings related to the Office of Academic Affairs.
• May assist with the updating of faculty handbooks.
• May assist with faculty orientation and training.
• Perform related duties as assigned.

• Education and Experience: Any combination of education and experience equivalent to an Associate's degree and three (3) years of responsible administrative support or office clerical experience. Community college experience preferred.

• Knowledge of: Office management principles; modern office practices, procedures, and equipment; applicable software including word processing, spreadsheets, and email; correct English usage, grammar, spelling, punctuation, and vocabulary; record-keeping techniques; receptionist and telephone techniques and etiquette; collection and organization of pertinent data and information. Demonstrated knowledge of computerized information systems as they pertain to computer software such as statistical analysis, word processing, queries, database management, spreadsheets, and graphics. Interpersonal skills using tact, patience, and courtesy

• Ability to: Develop, maintain, and report from databases; make arithmetic computations with speed and accuracy; operate a variety of office machines including a calculator, scantron and computer, including applicable software (i.e. word processing, spreadsheets, and email); enter and retrieve data; develop and run routine and standardized queries; check document for accuracy; identify and resolve errors; compose and write letters, memos, and reports; communicate effectively both orally and in writing to exchange information in person, on the telephone, or with email; understand and follow oral and written instructions; exercise critical thinking skills in analyzing and interpreting statistical data; work independently with minimal supervision; establish priorities for, plan, and organize a variety of work assignments; accurately interpret institutional policies and procedures; keep information secure and confidential; meet schedules and time lines; work cooperatively and effectively in an environment with diverse staff and students; work with discretion and maintain confidentiality of student records; sit or stand for extended periods of time; bend at the waist, kneel, or crouch.

PHYSICAL CHARACTERISTICS:

• Vision sufficient to read computer screens as well as handwritten and printed documents.
• Bending and reaching to obtain or replace files and records.
• Able to sit or stand for long periods of time; kneel or crouch.
• Speech and hearing to communicate in person or by telephone.
• Manual dexterity sufficient to use a variety of office equipment, computer keyboards, and manipulation of paper.
• Able to lift supplies and materials up to fifteen pounds.

• Be a team player in a busy educational environment which emphasizes student success and public service.
• Able to work independently or in a group.
• Ability to remain calm; reassure faculty, students, or the public; be flexible to changing schedules and demands.
• Sensitivity to the needs of others.

• Office environment with student, faculty, and public contact.
• May have pressure during peak periods.
• Frequent interruptions.