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Program Coordinator - Curriculum & Scheduling

Employer
Columbia Basin College
Location
Washington, United States
Salary
Salary Not Specified
Posted date
Jul 22, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Curriculum & Instructional Development, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Type
Full Time
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Description

Columbia Basin College ('CBC' or the 'College') seeks a Program Coordinator to assist Curriculum & Scheduling Services with annual class schedule building, course catalog maintenance, and support the Curriculum Committee by serving as the official committee recorder. The Program Assistant reports to the Director for Curriculum & Schedule Management.
This position is open until filled. First consideration will be given to applicants whose complete application has been received by August 1, 2021 @ 11:59 PM Pacific Time.

Per Governor Inslee’s Proclamation 21-14.1 (Download PDF reader) , state employees and employees of educational institutions must be fully vaccinated no later than October 18, 2021. If hired, your vaccine status will be verified during onboarding unless you apply and qualify for a religious or medical exemption and can be accommodated to perform the essential functions of the position. Need more information? Please contact covidvaccinemandate@columbiabasin.edu .

Primary Responsibilities

  • Assist the Director for Curriculum & Schedule Management with collecting, inputting and verifying the annual class schedule; work independently to update the class schedule as changes occur;
  • Assist with maintaining and updating the Course Catalog database and the College degree and certificate requirements;
  • Maintain the State Board for Community and Technical College’s ('SBCTC') Program Inventory List and notify the appropriate College personnel of revisions, changes and updates;
  • Maintain the Eligible Training Provider list through the Washington State Workforce Training and Education Coordinating Board ('WTECB');
  • Relay and promote procedural processes to the College regarding course, certificate, degree and program approval, and collect necessary documentation for SBCTC and WTECB submission.
  • Assist with maintaining and updating course equivalencies, course attributes, enrollment requirements, milestones, and associated curriculum management within ctcLink;
  • Provide high-level customer service and problem-solving assistance to faculty leads and coordinators, instructional deans, and their division staff in regards to building and revising annual class schedule and Curriculum Committee processes and timelines;
  • Attend Curriculum Committee meetings as the official recorder; independently record the minutes of each meeting with accuracy; independently create and distribute meeting agendas by the established deadlines; create the annual Curriculum Committee calendar in cooperation with the Curriculum Committee co-chairs;
  • Monitor and maintain the Curriculum Committee Canvas shell and the Curriculum Committee shared folder on the M drive;
  • Receive and research requests related to historical Curriculum Committee documents, including syllabi, course masters, meeting minutes, course inactivations, etc.; work independently to gather the necessary information using various software, databases and online resources;
  • Work collaboratively with Curriculum Committee co-chairs to initiate creative solutions to streamline and continuously improve the Curriculum Committee submission, review, recording and record-keeping processes of the Committee; independently answer questions and provide guidance with processes and procedures related to annual class schedule-building and Curriculum Committee activities;
  • Review the catalog and subsequent addenda for accuracy prior to the College’s annual catalog publication;
  • Attend required on-going training around ctcLink, particularly focused on the Campus Solutions pillar; participate in data validation and User Acceptance Training activities as part of the College’s transition to ctcLink; assist with developing and maintaining training materials related to class schedule building in ctcLink;
  • Serve as instruction administrator for 25Live room scheduling software; import the annual class schedule via Lynx; maintain the class schedule throughout the year;
  • Work autonomously in the Director’s absence to ensure that curriculum and schedule-building activities are completed in a timely manner; and
  • Perform other duties as assigned.


Required Qualifications

  • Associate's degree or equivalent from an institutionally accredited college or university; and
  • Two (2) years of clerical and/or customer service experience.


Preferred Qualifications:

  • Bachelor’s degree from an institutionally accredited college or university;
  • Experience working in a college office setting; and
  • Intermediate computer experience and proficiency in Microsoft Office and learning management systems.


Skills & Abilities

Attendance/Punctuality : Is consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time;

Computer Skills : Proficient in Microsoft Office Suite and Adobe Acrobat; operate personal computer with a high-level understanding of application software; ability to learn office and College-specific software; ability to quickly learn ctcLink and understand its Curriculum Management, Class Schedule, and basic reporting functionality;

Critical Thinking: Is able to think clearly, rationally, and creatively about a situation, issue, or problem; ability to understand the connection between ideas and/or processes; engage in independent thinking and have the ability to ask clarifying questions when there is doubt or uncertainty around a request or work project;

Customer Service Skills : Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments;

Interpersonal Skills : Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to others' ideas and try new things;

Oral Communication : Ability to speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings;

Problem Solving Skills : Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics;

Professionalism : Ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments;

Quality : Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality; and

Written Communication : Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

TERMS OF EMPLOYMENT:

This position is a full-time, overtime-eligible, represented, classified staff position. The typical work hours for this position are Monday through Thursday from 7:00 a.m. to 4:30 p.m. and Friday from 7:00 a.m. to 12:00 p.m.; however, must be available to work a flexible schedule when prior notice is given by the College. This position is available immediately.

PROCESS NOTE:

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

**Please note that selected interview candidates will be subject to supplemental testing that will measure skills and abilities related to this position (e.g., Communication, Problem Solving Skills, MS Office Simulation [Excel, PowerPoint, Outlook, and Word], Customer Service, etc.).

CONDITIONS OF EMPLOYMENT:

In the interest of providing a healthy, safe and secure educational and work environment and in order to meet the requirements of federal legislation, it is the policy of Columbia Basin College to maintain an alcohol and drug-free workplace for our employees and students.

If you are hired, you will need to provide proof of identity and documentation of U.S. citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.

Columbia Basin College operates under an approved affirmative action plan and encourages applications from persons of color, women, veterans and persons of disability. The Human Resources Office is accessible to those with disabilities. If you need accommodation in application or employment, contact the Human Resources Office at (509) 542-4740.

OTHER JOB ELEMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met and may be encountered by an incumbent when performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility including having the ability to move materials on a regular basis such as files, books, office equipment, etc. and travel between buildings on campus. Manual dexterity and coordination are required to operate equipment such as computer keyboard, calculator, and standard office equipment.

WORKING CONDITIONS:

Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

UNION CLAUSE:

This is a bargaining unit position represented by the Washington Public Employees Association (WPEA). Internal promotional, transfer and voluntary demotion applicants who have skills and abilities to perform the duties of the position will be considered prior to consideration of other applicants.

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