Mission Viejo, CA
ID: 7058355 (Ref.No. NBU070919)
Posted: July 9, 2019
Application Deadline: Open Until Filled
10-Irvine Valley College
Under direction from assigned supervisory or management staff, organizes, coordinates, and participates in the front office functions of the assigned counseling office; trains and provides work direction to staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; maintains a variety of records and files and generates a variety of statistics and reports; and serves as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system.
The District’s goal as an academic community is to sustain a working environment that is welcoming to all, fosters and celebrates diversity, and promotes and rewards excellence. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff and students to live, work, and contribute to a global society.
This position is a short-term, temporary, Non-Bargaining Unit assignment, not to exceed 160 days during each fiscal year. The assignment is on an as needed basis, and may be shortened or extended.
You will be contacted should the hiring department/division be interested in scheduling an interview with you to discuss your qualifications and skills. Please do not call the Human Resources Office regarding the status of your application. The most current status of all applications will be available for you to view on our website.
Operations, services, and activities of a college counseling center.
Work organization and office management principles and practices specific to counseling office.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
Methods and techniques used to respond to students with a variety of counseling requests, both personal and academic.
Operational characteristics and capabilities of the automated counseling scheduling and reporting system.
Office assistance and support duties applicable to a counseling office.
Student services available at a community college.
Confidentiality requirements applicable to office reports and records.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of record keeping.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic mathematical concepts.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Coordinate counseling front office activities and ensure adequate coverage to meet student needs.
Organize, coordinate, perform, and oversee specialized office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information.
Plan and organize work to meet schedules and changing deadlines.
Establish, review, and revise office work priorities.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Prepare and maintain procedure manuals.
Use sound judgment in recognizing scope of authority.
Participate in the preparation and administration of assigned budgets.
Schedule appointments for a large number of individuals in a high-volume setting.
Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
Independently compose and prepare correspondence and memoranda.
Type or enter data at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Implement and maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate and ensure proper functioning of counseling office scheduling and reporting system.
Serve as primary liaison with systems representatives for the automated counseling scheduling and reporting system.
Troubleshoot system malfunctions and irregularities and perform user functions within established authority.
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.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.
Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.
Three years of responsible clerical experience including two years of counseling or other related office experience that included responsibility for scheduling appointments for a large staff.
License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
Conditions of Employment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Work is performed primarily in standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.
Additional Position Information:
Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.
Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process, as well as approval by the Vice Chancellor of Human Resources or Board approval. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting, background checks, reference checks, TB testing, as well as completion of new hire paperwork. It is the employee’s responsibility to incur the cost of any testing required for the position (approx. $70), and there will be no reimbursement for this expense. Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment.
NBU at-will employment: After successful completion of the requirements of Section A, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at anytime. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.
Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment.
Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.
160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the employee’s responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the employee’s responsibility to notify their supervisor and Human Resources immediately if they are approaching the 160 day limit. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment.
Substitutes: Substitutes may work for a permanent Classified employee who is on leave, or a vacant Classified permanent position. Substitutes in a vacant Classified position may work a maximum of 90 working days in the position during the recruitment process. NBU employees who substitute for Classified positions may not necessarily meet the minimum qualifications for the position and may, or may not, assume all of the job duties and responsibilities of the position. By substituting for a vacant Classified position, there is no guarantee that the substitute will be selected to interview for the vacant permanent position if posted, or selected for the position if interviewed. Substituting for a Classified position also does not entitle a NBU employee to any future consideration for the same or other positions. Substitutes must complete the online application process during the specified time frame to apply for any permanent Classified position at www.socccdjobs.com.
Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity.
Classified substitutes will be paid at the first step of the Classified Salary Schedule range of the position that they are substituting for. Exceptions may be paid for previous Classified employees. Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty).
California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 will be sent to all new hires after the new hire paperwork session. Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines. Shift pay does not apply to NBU employees.
Retirement information: NBU employees may not work more than 960 hours from June 15th – June 14th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD. Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee’s responsibility to inform their supervisor of their CalPERS status for current and future assignments.
Administrative termination: NBU employees who have not worked in a six month period will be administratively terminated due to inactivity. In order to be rehired, the employee must recomplete the hiring process.
Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request.
Mandated reporter: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred.
Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit (NBU) employees.
Duties and Responsibilities
Organize, coordinate, and manage front office functions of the assigned counseling office; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; serve as liaison between counselors, staff, and student workers; participate in developing and updating policies and procedures.
Train and provide work direction to assigned staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established regulations and administrative policies.
Serve as the primary contact person for issues related to the automated counseling scheduling and reporting system; perform user functions to resolve problems; contact vendor representatives and programmers to report malfunctions and irregularities; serve as liaison to college departments and provide user training.
Oversee and coordinate a variety of duties related to counselor calendar and schedule planning; oversee and participate in the preparation of permanent schedules at the beginning of each semester and during the summer session; oversee and participate in inputting counselors’ schedules and review/verify schedule for accuracy; participate in coordinating weekly counselor schedules and monitor scheduling system daily in regards to changes involving student cancellations and appointments, scheduling of new appointments, and counselor emergencies.
Serve as receptionist for assigned areas; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; respond to questions regarding other student services areas and provide information; refer callers to appropriate staff for further assistance as needed.
Perform a variety of support duties related to counseling office activities; provide counter support; screen students to determine if counseling needs are personal or academic; schedule counseling, screening, intake, or psychological appointments with appropriate staff member or refer student to other agencies and departments.
Prepare and retrieve files for scheduled appointments; prepare information for counselors including student academic transcripts, current schedule information, and history reports.
Interact with students in a variety of situations and respond to requests for assistance; contact crisis counselors for immediate counseling as needed.
Prepare and generate a variety of reports, records, and statistics related to counseling information, operations, and functions; prepare and file absentee reports for all counselors.
Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.
Monitor student tracking activities; record attendance; phone students to schedule screening, intakes, accommodations, academic, and/or psychological appointments; send letters to students as required.
Perform a variety of general clerical duties in support of office operations; access files and information on computer system; input information and data; copy materials; order office supplies and materials.
Provide matriculation English, reading, and math test results; provide information concerning upcoming tests.
Develop a variety of forms for faculty, staff, and student use; order and maintain supply of forms, applications, brochures, and informational packets.
Plan and coordinate efforts of the assigned counseling office with other departments; coordinates with staff of other departments to ensure effective coordination of counseling operations and functions.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.