Health Sciences & Human Services Program Specialist (One or More Positions) (Lateral and External)

Saddleback College

Mission Viejo, CA

ID: 7089824 (Ref.No. scj-11889)
Posted: November 29, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:
Under general supervision from the assigned administrator, performs responsible general administrative, programmatic, secretarial, and clerical assistance duties in support of assigned Health Sciences and Human Services Division/Emeritus Institute programs and functions; coordinates major activities and programs; and provides a variety of information and assistance to students, faculty, staff, and the general public relative to assigned area of responsibility. May receive technical training and work direction from an academic bargaining unit program supervisor.

Knowledge of:
Basic operations and programs provided to students within the Health Sciences & Human Services Division. 
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
Principles, practices, and procedures of business letter writing. 
Principles and practices used to establish and maintain files and information retrieval systems. 
Principles, practices and procedures of fiscal, statistical, and administrative record keeping. 
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. 
Basic mathematical concepts. 
Basic research methods and techniques. 
Work organization and basic office management principles and practices. 
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Learn and understand the organization and operation of the Health Sciences & Human Services Division as necessary to assume assigned responsibilities. 
Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Perform a range of administrative, programmatic, secretarial, and clerical duties of a specialized nature involving the use of independent judgment and personal initiative. 
Coordinate a variety of activities, programs and meetings with different organizations, groups, staff and students. 
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary. 
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. 
Use sound judgment in recognizing scope of authority. 
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations. 
Type or enter data at a speed necessary for successful job performance. 
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. 
Research, compile, analyze, and interpret data. 
Prepare a variety of clear and concise administrative and financial records. 
Implement and maintain filing systems. 
Independently compose and prepare routine correspondence and memoranda. 
Train and provide work direction to others. 
Establish, review, and revise office work priorities. 
Plan and organize work to meet schedules and changing deadlines. 
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 effectively with minimal supervision. 
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 two years of college level coursework or specialized training in business administration, public relations, or a related field.

Two years of increasingly responsible secretarial and clerical experience preferably in health sciences, human services, or educational environment.

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 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; to verbally communicate to exchange information; and to 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.

Duties and Responsibilities
Perform administrative, programmatic, secretarial, and clerical assistance duties in support of assigned Health Sciences and Human Services Division programs and functions.
Serve as receptionist for assigned office/program area; receive office and telephone callers; respond to routine and specialized questions and requests; provide material and information in response to requests for information related to assigned area of responsibility; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary; convey telephone messages; refer callers to appropriate staff for further assistance as needed.
Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; prepare class schedules, flyers, brochures, packets, special event announcements, and other marketing materials for Health Sciences and Human Services Division courses and workshops; maintain mailing list; sort and organize marketing materials for mailing.
Prepare and organize various informational and application packets for students applying to division programs; prepare interview schedule and contact prospective candidates as assigned; prepare correspondence and other required forms for students accepted into various programs and those not accepted; coordinate required paperwork and physicals; collect money for tuition, and related items.
Assist students with a variety of matters; provide new and returning students with information and assistance regarding programs and services; assist students in scheduling classes necessary to complete certificate(s); coordinate student enrollment and registration with Admissions & Records; process requests for class waivers; provide presentations to classrooms regarding program activities as needed.
Organize internships with/for students enrolled in various classes; prepare contracts with potential facilities where students may intern; organize internship schedules including with hospitals and ambulance services; schedule internship hours with students; read and review intern reports; verify internship work hours; chart, monitor, and maintain intern records; schedule ambulance services for participation in Human Services certificate program testing as assigned.
Coordinate contracts for new clinical sites for students within Health Sciences and Human Services Division programs; prepare contract for signatures; follow-up on pending contracts; facilitate new contracts as necessary; maintain contracts books.
Send letters of completion to various organizations including those required for exam admittance.
Provide a variety of assistance and support to faculty; provide information regarding office procedures and office hours; prepare and submit requests for audiovisual equipment to be used in the classroom; post absence, cancelled, and late arrival note on doors of classrooms; may assist in room change or invitation of an outside speaker. 

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.
Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor, and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.
Participate in the planning, preparation, and coordination of special events, activities, and promotional activities; coordinate with the general public, other educational institutions, and District staff for assigned Health Sciences and Human Services Division programs; organize agenda, facilities, and food.
Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.
Order office supplies, materials, and textbooks as directed; assure their timely receipt and storage.
Assure proper functioning of assigned classroom and office equipment; submit maintenance work orders for repairs and cleaning as necessary; prepare and submit information technology work orders as necessary for classroom computers and office computers and printers.
As assigned, prepare, organize, schedule, and participate in the National Registry practice and exam for Paramedic students; prepare clinical and field books and other materials for students.
As assigned, prepare and organize licensure packets for Registry exam and State Licensure.
As assigned, process applicant paperwork for Clinical Skills Specialist positions; schedule skills testing; prepare and process timecards.
Train and provide work direction to assigned student workers, clerical assistants, and other staff as assigned.
Receive mail and identify and refer matters to the administrator in order of priority.
Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.
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.
Attend conferences or meetings representing the Health Sciences and Human Services Division programs as assigned.
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.