Contract Education Specialist

About the Department

DEFINITION Under supervision of the appropriate administrator, the incumbent performs a range of administrative support activities and functions related to the successful operation of contract education; and promotes and values the mission and vision of the college. CLASS CHARACTERISTICS Under minimal supervision, the incumbent performs professional duties to support the implementation of contract education. The incumbent requires experience and expertise related to a wide variety of community college functions and operations, including but not limited to academic scheduling, business services, and facilities. The incumbent has a high frequency of responsible contact with college administrators, faculty, staff, and representatives from outside organizations, such as K-12 districts and school sites, government agencies, and private industry partners, requiring sound judgement, tact, excellent conflict resolution and communication skills.

ESSENTIAL FUNCTIONS: Assists with the planning, developing, scheduling, and organizing the Contract Education program, including but not limited to Public Safety and Dual-Enrollment/College and Career Access Pathways (CCAP). Works collaboratively with various departments and outside partners to prepare and proofread the Contract Education class schedules and related paperwork, including schedule change request forms. Monitors class enrollments and advises the appropriate administrator of low enrollment; prepares and processes cancellation paperwork. Reconciles section contact hours for adherence to course outline of record, multiple standard and unique scheduling blocks and calendars, and student attendance accounting requirements. Responds to inquiries from internal and external partners, including creating and distributing custom reports. Reviews and submits hiring paperwork for new faculty to the appropriate administrator. Works collaboratively with various departments including Admissions and Records, Cashiering, and Information Technology Services, to resolve admissions and registration issues. Provides administrative support for the Contract Education program including class fee calculations, facility rentals, faculty payroll, and budget and expense transactions, such as invoicing, billing, requisitions, purchase orders, and budget transfers. Prepares cost estimates and cost/benefit analysis for contract education program, including credit, non-credit, and not-for-credit courses Collaborates with faculty and external agencies/organizations to secure off-campus classroom space. This includes serving as liaison between off-campus sites and Contract Education to resolve various issues, requesting faculty access from off-campus facilities. Interprets and explains general district policies, practices, and procedures, and gives information related to instructional programs to the general public, faculty, staff, students, and external agencies/organizations. Drafts or updates and submits MOUs/contracts/agreements, including certificates of insurance, for supervisor’s review and approval. Under direction from the appropriate administrator, discusses rental fee cost limits with off-campus administrators. Performs other related functions as assigned. Knowledge of : Contract Education functions, policies, procedures, and clerical operations and general college district policies; Standard and non-standard scheduling operations and tracking Student attendance accounting methods Office management techniques and organizational skills; Written business communications; Operation of a computer and assigned software; Records management; including financial records Correct English usage, spelling, grammar, and punctuation; Family Educational Rights and Privacy Act (FERPA). Demonstrated Ability to : Use good judgment when interpreting and applying college regulations, policies, and procedures; Investigate and research problems and present recommendations for solutions; Work independently, with minimal supervision to organize workload, establish priorities, and meet scheduled deadlines; Operate a computer and perform difficult technical and clerical work with speed, accuracy and great attention to detail; Perform a large volume of accurate mathematical calculations; Use technology to increase process efficiency; Establish and maintain accurate and complete office records and files; Compose correspondence independently to communicate complex information with clarity and professionalism; Physical Demands: Typically may sit for extended periods of time. Operates a computer. Communicates in person, in virtual meetings, by email and over the telephone. Regularly lifts, carries, and/or moves objects weighing up to 10 pounds. Working Condition: Typically may sit for extended periods of time. Operates a computer. Communicates in person, in virtual meetings, by email and over the telephone. Regularly lifts, carries, and/or moves objects weighing up to 10 pounds. Special Qualification: Evidence of a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.