MASTER CLASS SCHEDULER

R-01646

San Diego County - Cuyamaca College

Transforming lives through learning isn't just the vision of the Grossmont-Cuyamaca Community College District. It happens every day with our 30,000 students who take the first step in their higher education, become trained for a new career, or learn knowledge that transforms their world perspective.

The Grossmont-Cuyamaca Community College District honors a diverse academic community and fosters equity mindedness across our institutions. As such, the District is committed to eliminating achievement gaps among different student groups by promoting a culture of appreciation for diversity, equity, inclusivity, and social justice, and continuously examining our processes and practices through an equity lens.

The District provides an excellent health and welfare benefits package to its employees. We take care of our employees and have continued to offer medical, dental and vision coverage to eligible employees and their dependents at no charge for any of the plans we offer.

Become a part of this dedicated team in beautiful San Diego County!

Please read the entire job posting before your application is submitted. Important instructions to applicants are at the bottom of the page. Be attentive when applying as many of our positions require multiple attachments.

Please note: each page of the application will save upon clicking ‘next.' Draft applications can be accessed through the candidate home page.

Job Summary

Application Deadline: Monday, November 14, 2022 at 11:59 p.m.

NOTE: Application materials that are submitted on the last day of application and are timed out will not be accepted.

Department: Instructional Operations

Months worked out of the Year: 12 months

FTE: 1.0

Work hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

Shift Differential: None

Starting Salary Range:

Range: CL-32: $3,920 (Step A) or $4,145 (Step B)

Based on education and experience

Anticipated Start Date: January 2023

Job Description

SUMMARY:

Under the direction of the Instructional Operations Supervisor, perform complex and specialized duties to coordinate, construct and maintain the master class schedule; generate reports, prepare and maintain related records, files, lists and other materials.

ESSENTIAL FUNCTIONS:

Operate a personal computer including various software programs used in assigned area to input, edit, revise, delete, retrieve and verify data in an efficient and effective manner; maintain records and files and generate reports, lists, rosters and other materials.

Coordinate, construct and maintain the master class schedule at a community college in accordance with established procedures using the District's student information management system.

Code and enter data on a personal computer for a wide variety of instructional records including non-degree and basic skills flags, work experience student status, dual enrollment, course repeatability, course description information such as Taxonomy of Programs (TOPS) course classification code, general education, transfer code, units, and course notes including descriptors, section notes, prerequisites, co-requisites, and recommended preparations.

Use independent judgement and analysis in evaluating classroom usage based on history of student success, individual course requirements, and faculty needs.

Assign and verify the accuracy of codes and class contact hour calculations in compliance with State regulations and district policy.

Prepare and maintain a variety of records, files, lists, rosters and reports related to master class schedule functions; prepare and distribute lists, schedules, memoranda, and other materials as required.

Process Board approved curriculum additions, deletions and modifications in the student information management system and the class schedule.

Prepare and distribute class schedule data, schedule packets, line sheets, page proofs and other related materials as required.

Prepare, maintain and distribute faculty hire letters; process revised and cancellation hire letters (Cuyamaca Only).; ensure accuracy of hire letter data including instructor load and hours; inform Deans regarding hire letter discrepancies

Process and input changes to the class schedule; verify instructor load data, inform Deans regarding load and schedule discrepancies.

Assist in formatting, proofreading, editing and preparing class schedule for printing and college website; assure accuracy and completeness of class schedule.

Communicate with other departments regarding cancellations of classes and class additions.

Answer questions and provide assistance to administrators, faculty, personnel, students and the public concerning scheduling functions; assist in admissions and records operations as related to the duties of this position.

Coordinate, process and schedule room requests for events and meetings using an integrated computer software program (Resource 25), prioritize and troubleshoot incoming requests, locate and reserve appropriate rooms with audiovisual and multimedia equipment as requested, and send confirmation notices.

Prepare and maintain master file of calendar of events, inform other departments of upcoming events and room reservations. (Grossmont College Only)

Communicate and coordinate with administrators, department chairs and coordinators, faculty and other personnel to resolve technical classroom scheduling problems; resolve discrepancies between schedule and use of rooms.

Communicate with Information Systems to participate in the development and modifications of computer programs used in the scheduling process, system operations, queries, and report generation.

Write code, compile and implement query programming language to create queries for program review and other departmental requests.

Generate a variety of statistical records and reports; develop new formats and research computer capabilities for state and program-mandated reporting requirements.

Scan, order, prepare and distribute summary reports for faculty evaluations as required; track summary reports through signature process; distribute to District Personnel maintain confidentiality of evaluation records.

(Cuyamaca College Only)

Operate a variety of modern office equipment and machines including computers, printers, calculator, fax, scantron machine and copier.

Answer phone inquiries and compose correspondence related to scheduling responsibilities.

Train and provide work direction to others as assigned.

SECONDARY FUNCTIONS:

Maintain historical resource records for curriculum and various instructional reports such as course master lists, grade distribution reports, etc. (Cuyamaca College only)

Maintain historical resource records for curriculum, program review, 299 courses, and various instructional reports such as course master lists, weekly student contact hours (WSCH), full-time equivalent students (FTES), enrollment, grade distribution, etc. (Grossmont College only)

Write and maintain documentation for instructional operations procedures and systems use.

Maintain currency of qualifications for area of assignment.

Assist or substitute for other clerical personnel as required.

Attend various meetings as required.

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Operation of a personal computer and software programs used in assigned area.

• Experience using Datatel/Colleague, Banner, or PeopleSoft student information management system, and experience using Resource 25 event scheduling software is desirable.

• Modern office practices, procedures and equipment.

• Technical aspects in field of specialty.

• Principles and practices of data entry and retrieval in the operation of multiple programs and databases.

• Query programming language.

• Organizational and scheduling skills and techniques.

• Proofreading techniques.

• Record keeping techniques.

• Oral and written communication skills.

• Interpersonal skills using tact, patience and courtesy.

• Telephone techniques and etiquette.

• Campus instructional facilities.

ABILITY TO:

• Learn procedures, systems and equipment involved in the scheduling process including database management

• Learn and apply District policies, rules and regulations related to scheduling functions and applicable sections of the State Education Code and Title 5.

• Operate a personal computer including various software packages used in assigned area to enter, edit, revise, and retrieve data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.

• Operate other modern office equipment.

• Use and understand a variety of query programs in instructional analysis.

• Proofread effectively with attention to detail to ensure accuracy and completeness.

• Complete mathematical calculations quickly and accurately.

• Generate computer records and reports; prepare and maintain a variety of records and reports.

• Interpret, apply and explain district policies, rules and regulations related to scheduling functions.

• Prioritize and process room requests for events and meetings.

• Resolve scheduling problems quickly and efficiently.

• Schedule rooms for events and meetings using integrated computer software program.

• Understand and follow oral and written directions.

• Follow departmental policies and procedures.

• Plan and organize work to meet schedules and deadlines.

• Work independently with little direction.

• Work efficiently and accurately with frequent interruptions.

• Perform complex and specialized clerical work with speed and accuracy.

• Communicate effectively both orally and in writing.

• Communicate with others using tact, patience and courtesy.

• Establish and maintain cooperative and effective working relationships with others.

• Maintain currency of qualifications for area of assignment.

• Train and provide work direction to others.

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and one year of college level coursework in computer science or related field, and three years of increasingly responsible clerical experience including experience in an educational institution or similar environment or information systems experience.

WORKING CONDITIONS: Office environment subject to multiple ongoing deadlines and frequent interruptions and contact with administrators, faculty, and staff.

Additional Information

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applicants may find it helpful to refer back to the job posting, specifically the special instructions, while applying. Consider saving the job description or opening a new browser window.

*ATTENTION* Application materials with pictures or personal information will render your application incomplete. Please do not include any materials that were not asked for.

Having the following materials prepared and ready to attach BEFORE beginning the application may make the application experience more seamless.

REQUIRED APPLICATION DOCUMENTS (APPLICANTS MUST SUBMIT THE FOLLOWING THREE ITEMS):

A complete and current resume.

A 1 - 2 page cover letter that addresses how you meet the qualifications of the position.

A 1 - 2 page document that addresses the following 2 questions:

• Please describe your experience with the following software programs: Microsoft Word, Microsoft Excel, Microsoft Outlook, Internet, and PDF documents. Please list your level of expertise with these programs (1 = Limited, 3 = Average, 5 = Advanced) and list examples of types of documents and frequency of preparation.

• Describe your experience setting priorities when you have several major projects with competing deadlines. Include the criteria that you would use to establish priorities.

*ATTENTION* Please upload .doc, .docx, or PDF files. If you are working on Google Docs or Mac files please be sure to save under .doc or PDF for file to upload correctly.

Under Federal Law, employers are required to verify that all new employees are eligible for employment in the United States. Prior to appointment to a position, you must present acceptable proof of your identity and authorization to work in the United States.

GCCCD is an Equal Employment Opportunity and Title IX employer.

Applicants who are protected under the Americans with Disabilities Act and who require accommodations for completing the application process or interviewing should notify the Human Resources Department by emailing mailto:D-HR-Jobs@gcccd.edu.

Offers of employment are contingent upon successful fingerprint clearance. A processing fee plus Live Scan fee will be required.

To apply, visit https://apptrkr.com/3586286.

The Grossmont-Cuyamaca Community College District, a two-college district in eastern San Diego County, has been providing a high-quality education to the region since Grossmont College opened its doors in 1961 and Cuyamaca College began operating in 1978. The district is tied closely to the suburban and rural communities that it serves, providing a $1 billion economic impact to the region through its payroll, purchasing, and spending by students and alumni.

The district has a strong commitment to diversity and equity with a student population representing a broad variety of backgrounds, ethnicities, socioeconomic levels, cultures and abilities. The district strives to provide an educational environment that fosters cultural awareness, mutual understanding, and respect that ultimately also benefits the global community.

The colleges offer more than 150 degrees and certificates in a wide range of programs. Both colleges have signature programs that have become well-renowned. Grossmont College is recognized for its top-notch Administration of Justice, Culinary Arts, Nursing and Allied Health and Theatre Arts programs, while Cuyamaca is known for its Automotive Technology, Ornamental Horticulture, Environmental Health and Safety and Water/Wastewater Technology programs.

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