Under the supervision of the Vice President of Instruction, this position is responsible for the coordination of program and course offerings at the college, as well as course scheduling. Facilitate course, curriculum and catalog approval and revision processes. Initiate and maintain instructional data stored in various software systems such as the college database, the course evaluation system, the college catalog, and other platforms. Maintain historical information on programs and course offerings and provide support services to the Office of Instruction. Serve as the Point of Contact with the State of Oregon for curriculum matters. Provides support for course planning and assumes technical responsibility for the annual Schedule of Classes, including, but not limited to course scheduling and classroom assignment. Provides professional, prompt, courteous assistance to students, faculty, staff, and outside agencies often regarding technical information.
Description of Duties and tasks
ESSENTIAL JOB FUNCTIONS
Curriculum Coordination (50% of Time)
Scheduling Coordination (50% of Time)
- Provide guidance, assistance and training for academic administrators, faculty and staff on program/curriculum processes and procedures within the Office of Instruction.
- Collects and processes new and revised course outlines and curriculum for compliance with state guidelines and practices; prepares and submits, to the Department of Community Colleges and Workforce Development (CCWD) as Point of Contact and/or Higher Education Coordinating Commission (HECC), requests for course approvals and curriculum changes. Submit all documentation including Notice of Intents and to CCWD for newly proposed programs. Prepare, review and submit yearly update of the Oregon Community College Program Submission System Database provided by the CCWD. Inform affected parties of the completion of the update i.e. Veterans, Financial Aid, etc.
- Evaluate new and revised course outlines and curriculum for compliance with state guidelines and practices
- Assist in developing courses to ensure proper reimbursement based on proper coding of the number of hours and credits required determined by course type, proper coding for FTE reimbursement and proper Classification of Instructional Programs (CIP) codes for state and national reporting.
- Submit appropriate paperwork to various public Oregon universities for the confirmation of transferability of all Lower Division Collegiate coursework. Maintain a record of all current Articulation Agreements. Work with Vice President of Instruction, Deans and Faculty in the research and creation of new agreements.
- Provide administrative support to Curriculum Committee and Instructional Council meetings by taking and transcribing minutes. Make room reservations for Instructional Council. Distribute agendas, minutes and other correspondence to campus community and maintain historical records. Post minutes to myLakerLink.
- Monitor curriculum groups for needed updates to policies and procedures. Work with other campus staff as needed to update policies and procedures around the catalog and data governance.
- Facilitate the gathering of information for the Institutional Effectiveness office to submit and update necessary information for D4A, FTE Audits, IPEDS and other reports. Generate reports and provide responses to information needed by the deadlines.
- Produce yearly catalog timeline. Coordinate all required updates from all areas of the campus and verify that all information within the catalog is accurate and meets the state and accreditation requirements. Design the page layout of the catalog using production software (i.e. Leepfrog CourseLeaf or other college-approved software).
Performs Other Duties and Special Projects as Required/Assigned
- Manage and enter the update of new and revised courses and programs Into Jenzabar, J1Web, myLakerLink, CourseLeaf, Career Coach, and other platforms as necessary. Work with Web Systems Specialist to make necessary curriculum updates to SWOCC’s external website. Notify affected college staff of all changes and updates.
- Manage and track all courses and programs in database, maintaining updates on a rotating four-year basis. Track experimental course offerings, monitor for permanent approval or removal.
- Sets up sections of classes for the class schedule; checks co-requisites and enrollments against course data and resolves discrepancies. Works closely with departments to coordinate room assignments and resolve scheduling conflicts. Process and ensure accuracy of the course section/meeting record database necessary for the student record system to include begin-end, add-drop, refund and census dates, course fees, course requirements co-requisites, class limits, and staffing for both campuses, outreach and online course offerings. Process recommended changes as related to courses, registration and room scheduling. Work with departments to maximize utilization of facilities in order to support additional classes and students.
- Notify schedulers of readiness of schedule each term for review and revision by the Deans and Program Coordinators to ensure accuracy of schedule information, instructor workload, registration process and state reporting. Advise in the correct usage of electronic scheduling forms and reports.
Required Knowledge, Skills and Abilities
Associates degree in Computer Information Systems, Business, or related field.
Three or more years of office experience processing highly technical information and performing high-level administrative assistance tasks.
Successful applicants for this position must possess the following knowledge, skills and abilities, or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation:
Ability to work directly with State agencies and interpret documentation to determine appropriate process for program approval, course numbering, transferability, and granting of credit; ensuring accuracy throughout the process.
- Required ability to behave in a professional, businesslike manner; exercise good judgment at all times and interact with internal and external constituencies in a manner that consistently builds positive relationships.
- Ability to work effectively and sensitively with individuals of diverse cultural backgrounds and perspectives, and abilities.
- Demonstrated organizational skills with the ability to adapt quickly and smoothly to continuous changes in federal, state, and college regulations, policies, and procedures.
- Must be able to maintain confidentiality of department records and/or information as requested.
- Good analytical skills and the ability to create innovative solutions to space management requirements.
- Ability to perform data entry in college-wide Student Information System, word processing, and spreadsheet applications. Exhibit a high level of computer literacy, sufficient to use software such as word processing, spreadsheets, and databases to produce correspondence, documents, and reports. Sufficient manual dexterity to be able to operate office computer, typewriter and calculator. Advanced knowledge of Microsoft Office.
- Requires the ability to perform all of the duties of the position effectively and efficiently with minimal supervision. Ability to work with time deadlines and a high level of accuracy using independent judgment.
- Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve confrontations and gain cooperation.
- Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
- Knowledge of production software (i.e. Leepfrog CourseLeaf or other college approved software) and page layout designs. Knowledge of file conversion to a variety of technological platforms
- Familiarity with basic web page construction and browser use. Expert knowledge of Microsoft Office.
- Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures.
- Ability to read, review, understand and apply concepts presented in training programs, conferences, federal regulations, professional literature and other related materials.
- Knowledge of general office procedures with knowledge of safe and effective operation of standard office equipment and ability to follow safety procedures and maintain work area in a clean and orderly manner.
- Demonstrate integrity in confidentiality.
Applicants for this position possessing one or more of the following knowledge, skills and abilities with receive preferred consideration through the selection process.
Knowledge of post-secondary educational institution procedures and operating methods.
Knowledge of College Student Management System (Jenzabar).
Previous experience in curriculum management
Additional Job Information
JOB TITLE: Curriculum and Scheduling Coordinator
LOCATION: Coos, Curry and Douglas Counties
FTE: Full-Time 32-40 hours (1.00 FTE)
DEPARTMENT: Office of Instruction
PAY GRADE: H
EXEMPTION STATUS: Non-exempt
PHYSICAL REQUIREMENTS: Enclosed
REPORTS TO: Vice President of Instruction
REVISION DATE: January 2021
SUPPLEMENTAL INFORMATION: Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline. For assistance with this, please email email@example.com. For technical assistance with your application, please call (855) 524-5627. Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration. Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered. Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason, please be sure to include everything in your application that you want the college to consider towards placement. The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern. Final candidates will be subject to a criminal background check as part of the employment process. -
REASONABLE ACCOMMODATION STATEMENT: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform. All employees of Southwestern Oregon Community College are expected to perform tasks as assigned by Southwestern Oregon Community College supervisory/management personnel regardless of job title or routine job duties. -
VETERAN'S PREFERENCE STATEMENT: Applicants are eligible to use Veteran's Preference when applying with Southwestern Oregon Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application. DOCUMENTS REQUIRED:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
- Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
- You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/
- For information regarding Veteran's Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq
NON-DISCRIMINATION: It is the policy of Southwestern Oregon Community College Board of Education that there will be no discrimination or harassment on the grounds of race, color, gender, marital status, sexual orientation, religion, national origin, age, political affiliation, parental status, veteran status or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact Vice President of Administrative Services in Tioga 512. Phone 541-888-7206 or TDD 541-888-7368. All other issues, concerns, and complaints should also be directed to the Vice President of Administrative Services for referral to the appropriate Manager. Annual Campus Crime/Annual Fire Safety (Clery Act) ReportThe "Jeanne Clery Disclosure for Campus Security Policy and Campus Crime Statistics Act" (formerly the Campus Security Act) is a federal law that requires institutions of higher education to disclose campus security information, including crime statistics for the campus and surrounding area. As a current or prospective Southwestern student or employee, you have a right to obtain a copy of this information. You may review this information here: Annual Campus Crime/Annual Fire Safety (Clery Act) Report. You may also obtain a hard copy of this information upon request by contacting Administrative Services at 541-888-7206.