Senior Transfer Center Specialist (Substitute)

Irvine Valley College

Mission Viejo, CA

ID: 7081151 (Ref.No. NBU071421)
Posted: July 14, 2021
Application Deadline: Open Until Filled

Job Description


Location
10-Irvine Valley College
Summary Description:
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. 

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

This position is a short-term, temporary, Non-Bargaining Unit assignment, not to exceed 160 day/960 hours 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.

Under direction from assigned supervisory or management staff, leads, oversees, and participates in performing a full range of administrative, technical, and programmatic duties related to coordinating and providing the operations and services of the assigned Transfer Center, participates in the more complex and difficult work of staff responsible for providing transfer assistance including workshop presentations, application preparation, and transfer readiness information; and maintains research and data collection activities including the maintenance of the department website, transfer research databases, and transfer agreements in accordance with prescribed policies, procedures, regulations and guidelines.

Knowledge of:
Operations, services, and activities of a college transfer program. 
Principles of lead supervision and training. 
Methods and techniques of advising students regarding transfer options and programs. 
Public and private university guidelines for application and acceptance. 
Pertinent federal, state, and local laws, codes, and regulations including those related to the transfer of students. 
Advanced college matriculation requirements. 
Confidentiality requirements when dealing with personal and sensitive student information. 
Data collection and basic research principles and practices 
Mathematical and statistical principles. 
Principles, practices, and procedures of business letter writing and report preparation. 
Record keeping methods and procedures. 
Principles and practices used to establish and maintain files and information retrieval systems. 
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students. 
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
Specialized transfer software and websites, including Assist, UC Pathways, and College Source. 
Work organization principles and practices. 
Principles and techniques used in public relations. 
Interpersonal skills using tact, patience, and courtesy. 
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Lead, organize, and review the work of staff. 
Make effective and organized presentations in a laboratory or classroom environment. 
Independently perform the most difficult transfer functions. 
Interpret, explain, and enforce department policies and procedures. 
Identify student needs and assist students in locating transfer alternatives. 
Provide specialized assistance and information to students and others concerning transfer requirements and Center resources; work with students to facilitate completion of transfer applications. 
Assess student needs and make appropriate referrals. 
Maintain current knowledge of transfer requirements for colleges and universities; maintain inventory of information. 
Understand the organization and operation of the College as necessary to assume assigned responsibilities. 
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Understand articulation systems. 
Perform responsible and difficult clerical and administrative duties involving the use of independent judgment and personal initiative. 
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public. 
Implement and maintain filing and record-keeping systems. 
Independently compose and prepare correspondence and memoranda. 
Plan and organize work to meet schedules and changing deadlines. 
Work within the policies, functions, and requirements of area of assignment. 
Provide lead supervision and training to assigned staff. 
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. 
Type or enter data at a speed necessary for successful job performance. 
Use correct English usage, grammar, spelling, punctuation, and vocabulary. 
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 
Work independently and effectively in the absence of supervision 
Understand and follow oral and written instructions. 
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. 

Education/Training:
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in education or a related field. 

Experience:
Four years of increasingly responsible administrative and programmatic experience including two years of responsible transfer center experience.

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 Environment:
Work is performed primarily in a 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, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:
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; and to verbally communicate to exchange information. 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:
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY: The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  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.

DISABILITY ACCOMODATIONS
If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.
 
Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.” The exact start and end dates must be submitted. The maximum end date is the end of the Fiscal Year. All positions must be approved approved prior to the employee’s first day of work.

Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx. $70), 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, 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 B, 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 any time. 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. NBU employees may not also volunteer within the same department/division that they currently work in, or perform similar duties to their NBU position as a volunteer. NBU employees are not able to work from home, and must be supervised.

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 department/division’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 department/division’s responsibility to notify Human Resources immediately if their NBU is approaching the 160 day limit. Holidays, sick days, and all other time off on normally scheduled work days counts against the 160 day limit, even if uncompensated. 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.

Payroll: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. EXAMPLE: Pay Period 06/15/21 through 07/14/21 will be paid on August 10th. 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. 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 is sent to all new hires after the new hire paperwork appointment. 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. Meal Periods/Breaks: It is the employee’s responsibility to follow the District’s recommendations regarding breaks and meal periods. Any employee working more than 5 hours per day should take a unpaid meal period for a minimum of thirty (30) minutes. Employees that work less than five (5) hours are not to take a meal period. An employee working over three and one half (3 ½) to seven (7) hours should take one (1) fifteen (15) minute rest period. Employees working seven (7) hours or more per day should take two (2) fifteen (15) minute rest periods. Breaks or meal periods cannot be used to leave early or combined. Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. 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.

Parking: Non-student (0 units) NBU employees are eligible to purchase Staff parking for $40/year via MySite from Campus Police. Students taking one or more units must purchase Student parking permits, if necessary, and are not eligible to purchase Staff permits. Please see Campus Police for further details regarding parking. NBU Staff must certify that they are not enrolled in units.

ADA Accommodations: The District complies with federal and state disability laws in providing reasonable accommodations for verified disabilities. If you have a physical or mental disability and would like to request reasonable accommodations in the workplace, please complete a Reasonable Accommodation Request Form and/or contact the District ADA Compliance and Leave Administration Manager at (949) 582-4984. All information shared is confidential.

Mandated reporter: Child Abuse and Neglect Reporting: 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. Volunteers are not mandated reporters, but are encouraged to report suspected abuse or neglect of a child. Included in the new hire packet is information regarding Child Abuse Reporting policies and procedures, as well as copies of Penal Code sections 11165.7, 11166, and 11167. Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).

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. Workplace violence: The District is committed to an environment that is free from workplace violence. The safety and security of District employees, students, and visitors is of the highest priority to the District and is essential to carrying out the mission of the District. Unlawful violence or a credible threat of violence from any individual, that can reasonably be construed to be carried out or to have been carried out in the workplace, as these terms are defined in Code of Civil Procedures, Section 527.8, is prohibited.

Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.

Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites. The use of tobacco products is prohibited within or on any district facility or property. This policy pertains to students, faculty, staff, administrators, visitors and the general public attending events at any site within the district. Additionally, this policy shall apply to all district facilities, owned or leased, regardless of location, and all state and auxiliary vehicles. Tobacco products include but are not limited to the burning of any type of cigar, cigarette or pipe. The use of an electronic cigarette (vapor) or smokeless/chewing tobacco are also prohibited.

Worker’s Compensation/Safety: District Risk Management’s main priority is the health and safety of our employees and students. More information and forms are available on SharePoint under “Business Services.” If a workplace injury or illness occurs, notify your supervisor immediately. NBU employees may be covered by Worker’s Compensation insurance due to an illness or injury received as a result of their job. NBU employees have received the supplemental Worker’s Compensation and Safety packet containing information on Bloodborne Pathogens, the Ergonomics Program, and the Illness and Injury Prevention Plan during their new hire paperwork appointment, and agree to abide by the information contained therein, as well as all applicable Cal OSHA rules and regulations that pertain to their employment.

Student Help and Work-Study positions: For student help positions only: Student Help employees must currently be enrolled in 12 or more units (Fall or Spring Semesters) in order to work as Student Help, and to qualify for the “FICA Exemption” (exemption from paying Social Security and Medicare taxes). If Student Help employees fall below 12 units, they are to notify their supervisor immediately, and their assignment will end. To be eligible for employment during the summer session, Student Help employees must be enrolled in a minimum of six (6) units. Students enrolled in Special Services or in the Emeritus Institute are excluded from the unit requirement. There will be no recovery of FICA monies once deducted from paychecks. Work-study positions: A minimum of 6 units must be taken per semester to continue eligibility. Work-study students may not work during times when they should be in class.

Duties and Responsibilities
Lead, plan, train, and review the work of staff responsible for performing a variety of specialized clerical and administrative duties related to the operations and services of the assigned Transfer Center; participate in performing the most complex work of the unit.
Train assigned employees in their areas of work including transfer center methods, procedures, and techniques.
Verify the work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications; interpret, explain and apply policies, procedures, codes and regulations relating to human resource operations.
Under the direction of an academic counselor, present UC and CSU application preparation workshops; develop content of presentations for workshops and classes to present transfer information, deliver application preparation information, and introduce the transfer process to students.
Perform a full range of duties involved in the development and dissemination of transfer center information; develop and maintain a comprehensive and responsive transfer website; develop, post, and present information regarding transfer center information and requirements.
Develop, coordinate, and prepare a variety of documents including transfer pattern documents; assist with the development of Transfer Agreement forms and related recordkeeping; ensure documents and agreements are in accordance with prescribed policies, procedures, regulations and guidelines.
Oversee and participate in providing technical information to students and staff regarding transfer to universities, colleges, and technical/vocational schools; provide information regarding various program and admission requirements.
Oversee and participate in conducting orientations for students to explain the functions of the Transfer Center; direct students to appropriate resources including college catalogs, college reference guides, and computer programs/systems; provide directions and assistance to students in accessing information in various computer programs/systems including ASSIST, College Source, CSU Mentor, FinAid, and related systems; assist students in locating specific major and career information; assist students in facilitating transfer.
Oversee and participate in maintaining and displaying current reference and resource material including college catalogs, supplementary brochures, and financial aid/scholarship information; ensure that the information provided to students and staff is current; assume responsibility for selecting and purchasing reference books and computer software programs as necessary.
Oversee and participate in coordinating various Transfer Center events and programs to effectively market the college as a means for transfer to the 4-year university of the student’s choice; staff tables and provide information related to transfer requirements.
Serve as referral source for students who have complicated transfer issues; serve as an advocate for students who were denied transfer admission and refer to appropriate sources.
Oversee and participate in coordinating visits from representative from other colleges and universities; arrange and schedule appointments for students to meet with representative from other colleges and universities; coordinate tours of other colleges and universities for students.
Develop and present activities that will increase the college’s transfer readiness rates; develop activities to increase the transfer and college going culture of the community and the college.
Assist in developing data bases to gather needed student based reporting information; create accurate transfer based data and reports.
Participate in program management and development; participate in the development of goals and objectives as well as guidelines and procedures for assigned operations and services.
Serve as a liaison between the college and community regarding assigned programs and operations.
Assist supervisor in the preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; assist in resolving budget issues and problems; process budget/expense transfers; recommend budget revisions.
Perform related duties as required.




At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.



 

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