INSTRUCTIONAL COORDINATING SPECIALIST
#1032

General characteristics:

An Instructional Coordinating Specialist has primaryresponsibility for coordinating and scheduling courses/programs; amajority of the position involves assisting a manager indeveloping, scheduling, supporting and coordinating new and repeatcourses; coordinates all logistical arrangements for classes,seminars, workshops and special projects; locates and negotiatesfees for use of outside facilities in schools, churches orcommunity centers; determines projected cost of courses andrecommends fee to be charged; provides assistance to students andinstructors on College and specialized program policies andprocedures; identifies information and referral networks forstudents; develops and maintains database and hard copy files forparticipant tracking and reporting systems; responsible forcompiling data and preparing reports related to programcertification and accreditation requirements; may develop andcoordinate efforts to market courses in the community throughspecial events; may act for the manager in his/her absence withindefined scope; may provide ongoing computer technology support;does related work as required. Work requires excellentcommunication skills to make contact with a wide variety of Collegedepartments, students, agencies, organizations, businesses and thegeneral public. Work requires analytical skill and the ability toplan and coordinate task completion. Physical strength and agilitymay be required to lift and carry boxes of materials and supplies.operating microcomputers and otheroffice equipment requires manual dexterity and good visualacuity.

Examples of Work:

Provides support to a manager by developing, coordinatingand scheduling new and repeat courses; suggests ideas for new orrevised course content to managers; develops agreements withcommunity agencies and school districts for use of facilities;drops courses from schedule based on department recommendation,community response and/or attendance information; compiles courseevaluation information; composes and edits correspondence toinstructors and agencies/ schools; develops State and federalreports on programs. Maintains system for monitoringclass scheduling, planning and coordinating activities andtimelines; develops class description for course catalog andschedule; composes and edits correspondence, memoranda, manuals,reports and handouts; designs, writes and produces scheduleinformation, promotional brochures and course materials; completesrequired course, purchasing and personnel forms.

Gathers information, compiles data, calculates descriptive statistics, performs analysis and prepares required reports for programs (including certification); assures program paper flow is consistent with State and federal regulations and requirements.

Instructs students in registration procedures and college policies/procedures; advises applicants and clients about the enrollment process, program services and required documentation; clarifies program information and confirms eligibility status; verifies participant enrollment. 

Provides administrative support for managers who are responsible to coordinate classes; processes personnel action forms; may assist managers in filling vacant positions; pre-screens resumes of potential employees; compiles and screens applications for positions; sets up interview schedule and participates in selection; compiles class evaluation data and informs manager of problems reported by class participants; sets up and maintains confidential files.

Orients new staff on department and college policies, procedures and office practices; directs the day-to-day workflow in the office; explains special program requirements to continuing and potential students; schedules certification classes required to complete Emergency Medical Technician or Massage Therapy programs, as an example, so that students can complete their training within an acceptable timeframe; plans and carries out special projects for a supervisor.

Knowledge, Skills and Abilities:
Knowledge of administrative procedures including planning,purchasing, personnel, data compilation and report preparation;knowledge of college policies and procedures and the ability toapply them appropriately to day-to-day operations; knowledge ofEnglish composition, spelling and grammar; knowledge of and skillin applying office management techniques; knowledge of and skill inmaintaining hard copy and automated office records systems; abilityto operate office equipment including microcomputers and peripheraldevices, ability to operate the facilities scheduling system, FAX,calculator, audiovisual equipment and typewriter; knowledge of andskill in the use of word-processing, desktop publishing,spreadsheet and database software; skill in solving problems;ability to learn State and federal rules and regulations pertainingto the duties of the position; ability to evaluate and makerevisions to enhance operating efficiency and effectiveness;ability to conduct research, gather and organize information andprepare reports; ability to maintain fiscal records on courses andto produce accurate cost projections and related fee estimates;ability to accurately clarify, interpret, apply and explain collegeand department policies and procedures to students and the public;ability to interact with students, staff and the public in apleasant, tactful and courteous manner; ability to plan workassignments and set priorities; ability to organize tasks; abilityto work independently or as a team member; ability to work underpressure and meet deadlines; ability to communicate effectivelyorally and in writing; ability to establish and maintain effectiveworking relation- ships with supervisor, department personnel,agencies, students and the public; ability to lift supplies andequipment weighing up to 35 pounds; ability to drive as required bythe position; ability to work safely. 

Supervision:
Reports to and works under the general supervision of a department chair or other supervisor. Work is performed independently according to college and department policies, state and federal rules or regulations and a knowledge of personnel practices, purchasing procedures, information analysis and report preparation. The supervisor is available to consult on problems and policy decisions. work is reviewed for the quality of services provided to the department.  This position may have input into hiring decisions and performance evaluations.

M

inimum Qualifications:
Two years of post-secondary education in office management,education, social work, psychology, business, marketing or arelated field is required. Two years of general office experienceperforming the full range of office support duties, includingextensive public contact, is required.

Equivalent combination of training and experience will be considered qualifying.

4/94 (updated on 9/04)