Adult Education Program Specialist (Golden West College) (In-House Only)

Coast Community College District, United States

Updated: about 21 hours ago
Location: Huntington Beach, CALIFORNIA


Definition

IN-HOUSE ONLY:  

This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply.  External candidates are not eligible to apply.  If you are not a current active employee with CCCD, please do not apply at this time.


The Coast Community College District (CCCD) is a public, multi-campus community college district serving Orange County, California. Established in 1947, CCCD has a rich history of providing accessible, high-quality education and training to students from diverse backgrounds. The district encompasses three comprehensive colleges, Coastline Community College, Golden West College, and Orange Coast College, and serves over 110,000 students annually through its various programs and services. CCCD is committed to student success and provides students with opportunities to explore their interests, develop their skills, and achieve their goals through a wide range of academic and vocational programs, support services, and co-curricular activities. With a strong commitment to diversity, equity, and inclusion, CCCD is dedicated to creating a supportive and inclusive environment for all students, employees, and members of the community.


Summary
Provides administrative and student services support to the Adult Education Program. The Adult Education Program provides education and workforce programs and services to diverse adult populations and contributes to advancing college, career and life skills, and transition to credit courses. Serves as the first point of contact for inquiries and assists with case management, outreach, registration, and targeted services to students and community groups. This is a  categorically funded position and is subject to funding availability.
Distinguishing Career Features
The Adult Education Program Specialist provides administrative and student services support for the Adult Education Program. The Adult Education program provides education and workforce programs and services to diverse adult populations and contributes to advancing college, career and life skills, and transition to credit courses. The Adult Education Program Specialist serves in a student intake capacity for inquiries and assists with student case management, outreach, registration, and targeted services to students and community groups.
Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
1. Serves as a main point of contact for the Adult Education Program to potential, new, and returning students, and the community, responds to inquiries, provides information, and follows up accordingly. Utilizes the District Customer Relationship Management (CRM) system, as applicable, for inquiries, communications, events, and other related concerns.
2. Provides student support to new and current students through various channels; including in person, via email, phone, virtual meetings, etc. to assist them throughout all steps of the matriculation process including, but not limited to, applying for admission to college, enrolling in classes, completing assessments, making counseling appointments, and navigating the student portal.
3. Plans, organizes, and facilitates new student orientations, workshops and other events, in-person and online. Participates in student retention efforts by arranging class visits, sending welcome communications via email and other methods such as the CRM, following up with students, and connecting students with available resources.
4. Collects demographic information about potential and current students; establishes and maintains records of student contacts on spreadsheet and inputs in databases, including the District Enterprise Resource Planning System (Ellucian Banner) as well as other related software management systems such as SARS, TopsPro Enterprise, and CRM.
5. Contacts and follows up with students to complete employment surveys and update records, meeting established deadlines for college, state, and federal reporting purposes. Coordinates employer visits to classes and connects students with potential employers.
6. Tracks program expenditures and provides spending reports. Maintains and tracks inventory of office and instructional supplies, coordinates with the District Office to order supplies, as needed, and coordinates delivery, when necessary.
7. Supports the Outreach Specialist – Adult Education by assisting with outreach activities, distributes program flyers and information to students, calls and emails current Adult Education students to encourage them to take the next course in their program sequence and complete testing requirements.
8. May assist with updating department webpages and social media accounts as well as creating draft advertisements, brochures, newsletters, and informational materials working in coordination with the Program Director, Adult Education or Marketing Department. Distributes and delivers materials to on-campus and off-campus offices to promote interest
in the college and specifically in Adult Education and noncredit courses and programs.
9. Reviews student requests for noncredit certificates, confirms that student successfully completed program requirements, accurately tracks awards, creates noncredit certificates and mails them to students, submits information to the Admissions and Records Office.
10. Maintains certification as CASAS Test Proctor and/or Coordinator, contacts students and establishes testing schedule, proctors tests in-person and online/remotely following set guidelines and processes ensuring a secure testing environment, orders and maintains testing supplies, generates reports, and communicates with instructors and students.
11. Enters student information in TopsPro Enterprise by manually entering or scanning student entry records, updates records, pre-tests and post-tests into the system; checks Banner for missing student information and to verify accuracy.
12. Assists with the Technology Loan Program by reviewing applications, confirming enrollment, and helping distribute Chromebooks or other devices to students.
13. Attends training and professional development meetings related to Adult Education, WIOA, CAEP, OTAN, CASAS, etc. Maintains current knowledge and skills related to the duties and responsibilities of this position.
14. May provides work direction to student assistants and other temporary staff, in collaboration with the Program Director, Adult Education.
15. Assists with event planning, reserves event space in the District facility and room scheduling system (25Live) and communicates with area facilitators regarding event details, submits maintenance and operation requests for event setup and teardown, coordinates logistics with partner organizations for shared events.
16. Performs other related duties as assigned that support the objective of the position.
17. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.


Qualifications and Physical Demands

Qualifications
Knowledge and Skills
1. The position requires working knowledge of the state-funded Adult Education Program.
2. Requires working knowledge of higher education certificate and degree requirements that can accommodate adult students.
3. Requires knowledge of the academic, social, and cultural programs that can enhance student retention.
4. Requires a working knowledge of funding sources and requirements, as well as the services that may be available to students from other agencies.
5. Requires sufficient human relations skill to convey technical concepts to students, exercise patience, and make presentations to adult schools and outside agencies.
6. Requires sufficient language and writing skills to prepare reports and correspondence.
7. Requires working knowledge of common software such as student databases, word processing, spreadsheets, and presentation graphics.
8. Requires skills sufficient to maintain financial and statistical records.
9. Requires strong organization and decision-making skills.
Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to implement programs and services that enhance adult student admission, retention, and placement into the job market.
3. Requires the ability to prepare spreadsheets, graphs, and pie charts.
4. Requires the ability to deliver student support services, advisory, and advocacy services.
5. Requires the ability to learn, interpret, and apply District, state, and federal requirements and objectives.
6. Requires the ability to work cooperatively with students and District employees, as well as external service providers, families, community organizations, and other agencies.
7. Requires the ability to exercise independent judgement.
8. Requires the ability to learn about basic budgeting and information systems used by the department/division/college within a reasonable time frame.
9. Requires the ability to demonstrate sensitivity to a diverse population of individuals.
10. Requires the ability to organize and prioritize work and manage time to meet established program deadlines.
11. Requires the ability to communicate in a professional manner, orally and in writing, in both formal and informal settings with students, faculty, staff, managers, and others involved with the program.
12. May require the ability to perform work assignments at all college locations and off-campus settings.
Physical Abilities
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for 
employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Education and Experience
The position typically requires a Bachelor’s degree in any field OR an Associate’s degree in any field and two years of experience working with student populations. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.
Licenses and Certificates
Requires a valid driver license.
Working Conditions
Work is performed indoors or outdoors where health and safety considerations are minimal. May require work during early morning, evening, and weekend hours, based on the needs of the department.
This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism
 The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process.



Conditions of Employment

IN-HOUSE ONLY:

This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply.  External candidates are not eligible to apply.  If you are not a current active employee with CCCD, please do not apply at this time.


Note: Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.


This is an IN-HOUSE ONLY -  grant funded, full-time, 12-months per year classified position. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Monday through Friday 8:00 am to 5:00 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs.  The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee.   
 (Salary Schedule:  EE-118)
  

  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. 
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) 
  • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.


Pay Philosophy:
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.  
 
 Application Requirements:
 Application materials must be electronically submitted online at http://www.cccd.edu/employment  to be considered for employment. 

 

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). 

 

A complete application packet includes:

  • A complete Coast Community College District Online Employment Application.
  • Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).
  • A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access).  (upload as a separate attachment - PDF recommended).
  • A Current Resume of professional and educational background and experience (upload as a separate attachment - PDF recommended).

    •        

      Submit an application online at:
           http://www.cccd.edu/employment
      
       Coast Community College District – Human Resources
       1370 Adams Avenue, Costa Mesa, CA 92626

     

    Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

     

    *Note:  We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. 
     
     Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.
     
     All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
     
     Any documents that you are unable to attach can be emailed to     [email protected]  Emails must clearly indicate the job you are applying to and your full name.

     


    Additional Information

    Selection Procedure

    • All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.
    • Applicants wishing to apply for more than one position must submit separate application materials for each desired position.
    • Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.
    • If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense . 
    • During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical. 
    • Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
    • The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.
    • The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.
    • The campus President will make the final recommendation for employment to the Board of Trustees.
    • The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.
    • Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.
    • The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.


     

    Employment Information

    • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
    • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
    • The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

     

    The SELECTED CANDIDATE is required to complete the following prior to employment:

    • Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).
    • Have fingerprints taken by a Live Scan computer at the candidate’s expense (Clearance must be received prior to the first day of employment).
    • Present original documents for proof of eligibility to work in the United States including a Social Security Card; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND
    • Participate in a new hire onboarding appointment with an Employment Services Representative.

     

    Coast Community College District is an Equal Opportunity Employer
           The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.
        
       The Coast Community College District is a multi-college district that includes     Coastline College,  Golden West College ,  and Orange Coast College .  The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. 
      
     Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.


    Coast Community College District Title IX
         https://documents.cccd.edu/2023CCCD_ASFSR.pdf (Download PDF reader)

     

    This direct link 2023 Coast Community College District Annual Security And Fire Safety Report (Download PDF reader)  is the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2019, 2020, and 2021 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices.  Please contact any of the Campus Safety Offices for any questions regarding the report.


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