Instructional Program Specialist - Hass

FIRST DATE OF REVIEW IS SCHEDULED FOR JULY 2 2025

THIS POSITION IS ASSIGNED TO THE SCHOOL OF HUMANITIES ARTS AND SOCIAL SCIENCES

THIS POSITION IS A FULL-TIME (12) MONTH $75636.00 ANNUALLY (RANGE 29 OF THE CLASSIFIED SALARY SCHEDULE)

The hours of this position are Monday through Friday 8:30 a.m. - 5:00 p.m.with some possible evenings and weekends.Hours of employment are subject to change based on student or departmental needs.

EMPLOYEE BENEFITS - Comprehensive benefit package which includes:

• District paid HMO medical dental and vision insurance for the employee and dependents.
• District paid $50000 life insurance policy for the employee.
• Participation in CalPERS 20 paid holidays 12 paid sick days and 12 paid vacation days (annual accrual increases per years of service up to a max of 22 days per year).

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the right to make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.

• Organizes and performs a variety of advanced and specialized duties in Instructional Division to support class scheduling staffing letters and contracts and calculating equivalency hours.
• Assists in the preparation of the semester schedule including checking for errors schedule/room conflicts and related logistics; processes continual change requests section cancellations staffing and class additions due to demand and curriculum changes; advises students of any changes as necessary.
• Provides support to part-time and full-time faculty hiring paperwork; prepares faculty contracts for regular and special assignments including the hiring process for new part-time faculty for management approval.
• Initiates the employment process for part-time emergency full-time and other faculty needs; prepares correspondence and tracks candidate responses; coordinates employment offers with Department Chairs and Deans; tracks offer responses and class staffing progress.
• Performs receptionist and customer services duties including greeting informing and directing students staff faculty and the general public; provides information regarding program requirements departmental policies procedures and related instructional related questions; contacts students when changes or cancelations occur; responds to question and complaints; resolves and/or refers to others as needed.
• Prepares Full-Time Equivalency (FTEF) calculations for priority hires Department Chairs and faculty positions; monitors and calculates faculty teaching loads; tracks online loads overloads and underloads.
• Collects faculty office hours each regular semester; verifies minutes per contract requirements; forwards for signature approval and submits for processing.
• Maintains and tracks absences of directors faculty and classified staff; processes time sheets and verifies hours with contracts; cancels classes for absent faculty according to established procedures.
• Collects syllabi for each section verifies Student Learning Objective (SLO) accuracy according to established procedures and uploads to SharePoint.
• Works productively and cooperatively with others by demonstrating respect patience and equitable treatment of all internal and external customers.
• Observes and complies with District and mandated safety rules regulations and protocols.
• Performs other related duties as assigned.

Education and Experience:
Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to an associate degree from an accredited college with major coursework in public administration business administration or related field.

Experience:

• Four (4) years of increasingly responsible office and administrative clerical experience specialized technical experience in instructional services or related field.

Licenses and Certifications:

• None.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift carry push and pull materials and objects up to 10 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

QUALIFICATIONS

Knowledge of:

• Instructional Division operations and services related to the staffing and scheduling of classes and faculty.
• Methods and techniques of developing proofreading and checking classroom schedules and adjusting them based on periodic changes.
• District policies with respect to the initiation of faculty recruitments and the development of offer letters to potential hires.
• Methods and techniques of calculating full time equivalency hours.
• Methods and techniques of calculating and assessing faculty workloads as they relate to scheduling matters.
• Methods and techniques of processing a variety of pay and/or paid time off transactions.
• Business and administration practices.
• Business mathematics.
• Record keeping principles and practices.
• District and mandated safety rules regulations and protocols.
• Techniques of providing a high level of customer service by effectively interacting with students staff faculty representatives of outside organizations and members of the public including individuals of diverse academic socio-economic ethnic religious and cultural backgrounds physical ability and sexual orientation.
• The structure and content of the English language including the meaning and spelling of words rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program project and task coordination including computers and software programs relevant to work performed.

Ability to:

• Perform a variety of tasks in developing and maintaining class scheduling.

• Initiate and process recruitments for part time and full-time faculty.

• Prepare and track offer letters for potential hires.

• Provide customer service to students and the public on division operations and services.

• Process a diverse range of time keeping documents.

• Perform mathematical computations accurately.

• Critically review information to detect and correct errors.

• Prepare reports by gathering and organizing data from a variety of sources.

• Independently organize work set priorities meet critical deadlines and follow-up on assignments.

• Use tact initiative prudence and independent judgment within general policy and procedural guidelines.

• Effectively use computer systems software applications and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely both orally and in writing using appropriate English grammar and syntax.

• Demonstrate sensitivity to and understanding of the diverse academic socio-economic ethnic religious and cultural backgrounds of community college students.

• Establish maintain and foster positive and effective working relationships with those contacted in the course of work.

VISA
Victor Valley Community College does not sponsor Visas such as H1B Visas.

APPLICATION PROCEDURES:
To be considered a candidate for this position all materials required should be received in the Victor Valley College Office of Human Resources by the First Review Date. If a file is not complete by the First Review Date the application may not be considered by the Screening Committee.

It is the applicants responsibility to ensure that all requested materials are received. All material included in the application packet become District property will not be returned and will not be copied.

Please note the only form of communication you will receive throughout the recruiting and hiring process will be through email. It is your responsibility to check your email for any upcoming testing and/or interview dates. This recruitment may be used to fill future vacancies.

Please note that the information provided on the application must be complete and will be the only information used to determine qualifications for the position. If it is unclear whether an applicant meets the minimum qualifications for the position from the application that applicant will be disqualified.

To request a reasonable accommodation due to a disability to assist with completing an application please contact the Human Resources Department before the listed closing date at extension 2500 or by email at .