Academic Scheduling Specialist
- Los Angeles Community College District
- Location: Los Angeles, California
- Category:
Admin-Other Administrative Positions
- Posting Date: 06/27/2022
- Application Deadline: Open until filled
Job Description
Academic Scheduling Specialist
Date Opened : 6/26/2022 9:30:00 PM
Filing Deadline : 7/15/2022 4:00:00 PM
Location : West Los Angeles College
Salary : $5,070 - $6,281/mo; $60,841 - $75,372/yr (based on a full-time, 12-month position)
Job Type : Open & Promotional (Dual)
Special Note
Salary pending Board of Trustees approval of FY 21/22 5.07% COLA
Definition
Performs paraprofessional and technical duties related to the production of a college's schedule of classes and catalog.
Typical Duties
Writes instructions and develops worksheets and time lines for use by department chairs in submitting information for the class schedule and catalog of a college.
Reviews information submitted for a college's class schedule and catalog for completeness, accuracy, and conformance to policies and practices for the Office of Academic Affairs.
Compiles data and prepares draft or camera ready copy of a college's class schedule and catalog for submittal to the printer.
Coordinates time lines, printing requirements, delivery and mailing schedules for a college's class schedule and catalog with the printer.
Critically reviews and resolves discrepancies in faculty assignments, class assignments, time schedules, room assignments, and related matters which includes, correcting and/or inputting information in the scheduling database in cooperation with department chairs and personnel office staff.
Participates with administrative staff in making editorial decisions such as format, document size, and use of artwork for the class schedule and catalog of a college.
Recommends and initiates procedural changes to expedite transmittal of information and/or facilitate implementation of policies and programs.
Maintains the database used for student registration by making daily changes and updates, troubleshooting database problems identified by staff in Admissions and Records or the Business Office, generating reports, and changing bulletins.
Uploads and maintains class schedule and catalog information on a college website.
Gathers data and prepares reports on matters such as full-time equivalents, class size, weekly student contact hours, room utilization, faculty assignments, and staffing.
Effectively utilizes the capabilities and functions of computer software applications such as data management, spreadsheet, presentation, word processing, web, and graphics in completing assigned work.
May conduct training sessions for administrative and departmental staff on procedures related to the production of a college's class schedule and catalog and information available in the Office of Academic Affairs.
May provide administrative support functions to the Office of Academic Affairs such as compiling data and information, responding to routine inquiries from staff and other District offices, preparing and processing operational documents, and resolving problems related to the work of the office during peak workload periods or in the absence of assigned staff.
Performs related duties as assigned.
Distinguishing Characteristics
An Academic Scheduling Specialist performs paraprofessional and technical duties related to the production of a college’s schedule of classes and catalog. Use of computers and advanced software applications is an integral aspect of the duties.
An Administrative Aide applies a thorough knowledge of established procedures and policies in the areas of: budgeting, procurement and contracts, personnel, payroll, the production of a college’s schedule of classes and catalog, and other centralized administrative activities for a major organizational unit. Proficiency in the methods, procedures, and policies utilized in the Los Angeles Community College District is of greater importance than a broad knowledge of the general principles and practices of office administration. May perform lead duties. Use of computers and advanced software applications is an integral aspect of the duties.
Supervision
General supervision is received from a Vice President, Academic Affairs or their designee. Functional supervision may be received from an academic or classified supervisor. May provide work direction to assigned clerical staff.
Class Qualifications
Knowledge of:
Computer software used for producing college class schedules and catalog such as PeopleSoft, Protocol, SAP and DEC interfaces
Computer software such as word processing, spreadsheet, database management, web, graphics, and desktop publishing
Basic policies and procedures related to academic personnel assignments and transactions
Payroll rules, policies, and records affecting time reporting for academic staff
Organization and key staff of major operating units of the college and the District
District policies and procedures related to the operations of an Office of Academic Affairs
Practices and procedures of office management
Customer service techniques for public contact in person, on the telephone, and in written communications
Basic research methods
Report and business correspondence formats
Proper business English, punctuation, spelling, and grammatical usage
Organization and use of records and files
Skills:
Use of computer equipment
Ability to:
Efficiently produce a college class schedule and catalog using computer software such as PeopleSoft, Protocol, SAP and DEC interfaces
Effectively utilize the features of computer software such as Word, Excel, Access, Photoshop, and Adobe Acrobat and resources such as the business warehouse and PeopleSoft queries to create and maintain files, retrieve data, manipulate data, format reports, and publish final documents
Understand, interpret, apply and explain District rules, guidelines and procedures
Critically review and troubleshoot software and data problems and take corrective action
Gather and compile data in written, tabular and graphic form
Critically review source data and detect and correct errors
Evaluate work methods and efficiency
Perform mathematical computations of moderate difficulty
Effectively communicate orally and in writing
Write clear and effective reports, correspondence and informational materials
Work independently on assigned projects
Meet schedules and critical time lines
Train and provide work direction to others
Establish and maintain effective relationships with administrators, division chairs, staff and the public
Maintain a variety of logs, files, and records
Learn specialized software applications and systems used in the assigned unit
Entrance Qualifications
Education and Experience:
A. A bachelor’s degree from a recognized college or university which must have included or been supplemented by 18 semester units in computer applications technology, computer information technology, math or a related field.
OR
B. An associate degree or its equivalent from a recognized college or university with a major in computer applications and office technology (CAOT), computer information technology, math, or a related field AND two years of full-time, paid experience in coordinating the clerical operations of an office or in desktop publishing. The required experience must have included responsibility for establishing project schedules and logistics, developing and maintaining a database, and resolving database problems. Related experience in a college setting is desirable.
OR
C. Graduation from high school or its equivalent AND two years of full time, paid experience which included responsibilities related to the preparation of a college catalog, college class schedule, or the assignment of academic college staff. College-level course work in computer applications and office technology (CAOT), computer information technology, math or a related field is desirable.
Special:
A valid Class "C" California driver's license may be required for some positions.
Travel to locations throughout the District may be required for some positions.
Benefits
Medical and dental insurance and vision care plans are provided for employees and their dependents.
A $50,000 life insurance policy is provided free of charge for each employee.
New employees receive 12 full-pay days and 88 half-pay days of illness leave.
At least 15 paid holidays per year.
Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
Employee Assistance Program
Selection Process
The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.
Reasonable Accommodations
Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.
In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.