Adult Education Specialist (Substitute)

Job Description:

Adult Education Specialist (Substitute)

Description

Bilingual Spanish required.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision from assigned supervisory or management staff, performs a variety of specialized duties related to providing support services to students in the categorically funded Adult Education program; performs initial onboarding of new students; provides ongoing support to continuing students including to provide or participate in the coordination of accommodations for students within the assigned area; assists with the development of multilingual training materials; assists in integrating Adult Education students into the College system including the transition from noncredit to credit courses; assists with the coordination of services and activities with other College offices and K-12 school districts, faculty, and community agencies: participates in the outreach, recruitment, and retention efforts of the program; communicates in a designated second language with limited-English speaking students as necessary; and may provide training and work direction to student workers as assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from similar classifications in that the position assigned to this class is categorically funded, not financed by District funds. The incumbent works with Adult Education students, staff, and faculty to implement the activities of a categorically funded program. Duties include assisting students, faculty, and classified staff by performing new student onboarding and assessment, technology training, and other administrative support functions that further the goals of the program and support division-wide activities and duties.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Establish and maintain cooperative working relationships with students, staff, and faculty, as well as various agencies associated with or servicing the program to ensure efficient, effective, and correct implementation of the program; serve as liaison, and assist with the coordination of services, functions, and activities with other College/District departments, including those at off-site locations, community resources/organizations, and strategic partners; facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding supervisor’s area of assignment.

Serve as receptionist and/or contact for assigned program; provide a high level of customer service; greet and assist students, faculty, staff, and the general public; receive telephone calls and respond to routine questions and requests for information; convey telephone messages; refer callers to appropriate faculty or staff for further assistance as needed; communicate information where judgment, knowledge and interpretation of policies and procedures are required; provide material and information in response to requests for information related to program; direct students to appropriate resources including college catalogs, college reference guides, and computer programs/systems.

Maintain and prepare data regarding student enrollment and usage; manage and maintain the electronic scheduling system and ensure all necessary data is tracked; monitor class enrollments and maintain student attendance records; maintain confidential student information and progress data on appropriate forms and records; compile statistical data; may assist in coordinating the use of facilities and scheduling rooms assigned to the program; maintain accurate records; assist in the preparation of instructional materials; assist with scheduling and coordinating field trips, guest lecturers, and special events; make arrangements for transportation, facilities, and refreshments as needed; assist in the preparation of class schedules, course requirements, and assignments; provide assistance to instructional staff in establishing, projecting and monitoring expenditures.

Prepare materials to communicate program activities; assist with the preparation and distribution of a variety of graphics, brochures, flyers, charts, and other documents utilizing desktop publishing hardware and software for the assigned program; maintain and update program website; maintain handbooks, forms, and related policies and procedures.

Operate a variety of office equipment and learn to use new technology as necessary to perform duties; utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; utilize various computer applications and software packages.

Perform administrative support as related to operational, financial, and budgetary duties in support of assigned grant/programs and projects; provide administrative support in meeting the program reporting requirements, functional responsibilities, and research objectives; assist with coordinating office work and developing schedules related to program activities and services; review, update, and inform supervisor and others of essential timelines; assist with coordinating the flow of activities through the office in relation to priorities and schedules; assure timely completion of work in accordance with established policies, procedures, and standards; perform administrative support duties for assigned administrator or academic bargaining unit grant/program supervisor; relieve assigned administrator and other staff of a variety of clerical, technical, and administrative details; receive mail and identify and refer matters to supervisor; assist with time entry and related activities.

Provide word processing and other computer operation services in support of the assigned program; type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, verbal instructions, or transcribing machine recordings; prepare and maintain detailed records and documentation; compile data; research and verify information as requested; generate reports from a database or network system; process incoming and outgoing documents; use various computer applications and software packages; prepare materials to communicate program activities; assist with the preparation and distribution of a variety of graphics, brochures, flyers, charts, and other documents utilizing desktop publishing hardware and software for the assigned program; maintain and update program website; maintain handbooks, forms, and related policies and procedures.

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of records, files, and reports; collect and process appropriate information.

Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment; monitors, orders, receives, stores, and maintains adequate inventory levels of supplies and equipment as directed.

Prepare and maintain a variety of files and records related to program services and activities; maintain student records and documentation; assist administrator in compiling information and preparing comprehensive reports for outside agencies; update and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; complete and maintain files and records related to student contact; assume responsibility for data entry and reporting of correct and accurate information; maintain various documentation.

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.

Participate in various community relations and outreach activities targeted at new or returning students and/or potential students; may represent the College at on- and off-campus meetings, conferences, community events, and high school career and college fairs; assist in event planning activities; participate in presenting information at orientation sessions and workshops.

Provide overview of Adult Education programs and services to students, staff, faculty, and the public; assist students with application and registration guidelines and procedures, as well as completion of Adult Education forms and paperwork; conduct tours of Adult Education facilities and train students on tour procedures; provide assistance to students and staff in the orientation process; attend orientation meetings, collect student paperwork, make copies of documents as necessary and respond to questions and inquiries.

Refer students to academic counselors for information regarding the availability of specific majors, eligibility for graduation, general education requirements, transfer to other colleges and universities, and vocational certificate programs; coordinate with other college departments and offices to provide workshops to students in Adult Education at the off-site campus; direct students to appropriate resources and campus support services; refer students to other areas of needed assistance such as reference, writing, and tutoring assistance.

Demonstrate or describe the proper usage of equipment and materials to Adult Education students; provide information to students regarding classroom or laboratory requirements; prepare and issue equipment and materials for student use; assist students in the use of a variety of equipment in assigned area; ensure student compliance with policies, procedures, and safety precautions; tutor and provide assistance to students and other users in one-on-one and small group environments.

Maintain a clean and safe learning environment; perform routine and minor repairs on equipment; liaison with other campus departments to ensure working order of facilities, equipment, furnishings, etc.; monitor student activities to ensure conformance with established policies such as no eating or drinking at workstations; seek to resolve any disruptive behavior; refer unresolved problems to supervisor; may call Campus Police in emergency situations.

Provide first point of contact to Adult Education students requiring technical support for various issues including hardware, software, telephones, network connectivity, email, printers and other peripherals, media services, smart rooms, Wi-Fi, and web resources; assist students with college online device loan application process; assist Adult Education students with equipment software and hardware check-out, support, and access; maintain records of equipment and materials loaned to students; provides basic technical support to Adult Education students needing assistance with technology; acts as liaison and assists in coordinating activities with help desk, network services, or other information technology staff; assist students with hardware usages and basic computer/web navigation; demonstrate basic use and navigation techniques for online learning platforms and other college/classroom technologies; maintain working knowledge of online campus systems as well as their respective policies and procedures; attend training sessions as needed; learns and apply emerging technologies to perform duties in an efficient, organized, and timely manner.

Provide training and work direction to assigned student workers and staff; review and validate completed work for accuracy.

Maintain working knowledge of standard operating procedures within the area of assignment, and of procedures directly affecting programs and services offered to or by students; use District, state and federal regulations and policies to provide accurate information and services to students and staff; provide assistance in resolving operational and administrative problems; assist in implementation of resolutions; attend and participate in workshops to remain current and up-to-date on program requirements.

Proctor tests to students within the program; inform students of directions; maintain a quiet testing environment for students and ensure security of test materials; maintain confidentiality of confidential and/or sensitive matters regarding test proctoring.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Current office practices, procedures, methods, and computer equipment, software, and applications related to the work, including word processing, desktop publishing, spreadsheets, graphics, and databases.

Principles and practices used to establish and maintain files and information retrieval systems; record keeping principles and procedures; principles, practices, and procedures of business letter writing and report preparation; processes, procedures, and practices of budget preparation and administration.

Work organization and basic office management principles and practices; methods and procedures used in scheduling.

Writing skills to document technical procedures.

District and College organization, operations, policies, and objectives.

Philosophy, goals, and objectives of the Adult Education program and its sub-programs; Adult Education eligibility requirements; specialized functions, activities, operations, rules, regulations, requirements, and restrictions related to area of assignment; terminology, techniques, equipment, materials, principles, theories, practices, and procedures related to the Adult Education programs and activities.

Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds; institutional and community resources available to assist a diverse student population; methods and techniques used in public relations and providing customer service to a diverse population.

Pertinent federal, state, and local laws, codes, and regulations, including the Americans with Disabilities Act.

Programs, methods, and resources available for persons with disabilities; needs of students with disabilities or requiring special services.

General methods and procedures for preparing course materials and laboratory exercises and demonstrations used in various Adult Education programs and activities.

Methods, practices, and techniques of student learning and instruction; basic tutorial techniques.

Basic methods in the installation and configuration of computer hardware and peripherals such as scanners, printers, and copiers.

Concepts associated with computer information technology.

Methods and procedures for diagnosing, troubleshooting, and resolving standard minor computer hardware and software problems; basic routine maintenance.

Methods and procedures in the uses and functionalities of computer software, including Microsoft Office Suite, Adobe Creative Suite, web services and other applications in common use.

Modern office and laboratory equipment used in an educational setting.

Personal computers (district standard software and hardware), web/internet (software, web pages/HTML) and email; personal computer based local area networks, network operations, and connectivity between workstations.

Set-up, operation, demonstration, and maintenance of various equipment used in the Adult Education programs.

Applicable sections of the state education code and other applicable laws including privacy (FERPA); confidentiality requirements when dealing with personal and sensitive student information.

Basic mathematical and statistical principles.

Methods and techniques used in conducting information sessions for current and prospective students; student recruitment and retention strategies and techniques.

Data collection and basic research principles and practices.

Occupational hazards and standard safety policies and procedures.

Effective written and oral communication skills including correct English usage, grammar, spelling, punctuation, and vocabulary.

Human relations and interpersonal skills to conduct one-on-one technical assistance and give demonstrations on the use and application of common desktop applications used for administrative and education purposes.

Interpersonal skills using tact, patience, and courtesy.

Principles and techniques used in customer service and public relations including methods and techniques of proper receptionist and telephone etiquette.

Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of various ages, disabilities, various socio-economic and ethnic groups.

Techniques to facilitate effective interaction with people on an individual or group basis.

Principles and practices of providing training, work direction, and guidance to lower-level staff and student workers.

Skills to guide students and convey technical concepts.

Principles, policies, procedures, and practices of test proctoring services.

Ability to:

Perform clerical duties; operate office equipment including computers and supporting word processing, database management, spreadsheets, and desktop publishing applications; type or enter data at a speed necessary for successful job performance; establish and maintain filing, record keeping, and tracking systems; apply excellent organization skills and attention to detail.

Prepare clear, concise, and comprehensive documentation, reports and other written materials; independently compose and prepare correspondence and memoranda; prepare reports by gathering and organizing data from a variety of sources; research, compile, and interpret data.

Communicate clearly and concisely, both orally and in writing; understand and follow oral and written directions.

Create an engaging and positive learning environment in the assigned area.

Develop, maintain, and foster effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis.

Provide technical support to Adult Education students in the use of computer hardware, software, peripherals, and devices; provide assistance to Adult Education students with online learning platforms.

Perform a variety of duties related to providing support services to students with special needs or disabilities; liaison with DSPS as necessary to provide services to students.

Work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities; concentrate on detailed tasks for extended periods of time; work confidentially, independently, and collaboratively.

Report to work on a regular and consistent basis, as scheduled, to assigned job.

Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

Exercise good judgment and discretion in resolving confidential, difficult, and sensitive situations, according to established policies and procedures; use sound judgment in recognizing scope of authority.

Perform a range of administrative, programmatic, and clerical duties involving the use of independent judgment and personal initiative.

Explain principles, practices, procedures, methods, materials, tools, terminology, and equipment related to Adult Education programs.

Learn and apply knowledge in the use of specialized software and college classroom technologies as needed to demonstrate uses and methods to students and others; develop and maintain computer documentation and support information; maintain up-to-date technical support skills; adapt to changing technologies and learn functionality of new equipment, software, hardware, peripherals, devices, and systems.

Maintain an adequate inventory of materials for assigned program.

Provide day-to-day technical support in the use of computer hardware, peripherals, and software in an instructional computer laboratory/library environment; perform minor troubleshooting and maintenance, as necessary; operate, maintain, and explain the operation of a variety of computers/devices.

Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities; understand, interpret, explain, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances; work within the policies, functions, and requirements of area of assignment.

Maintain the cleanliness, safety, and organization of assigned area; ensure adherence to safe work practices and procedures; monitor activities in assigned area and enforce policies for proper use and behavior.

Interact extensively with and respond to requests and inquiries from students, faculty, staff, and public; effectively present information in person or on the telephone to students, staff, or the public.

Provide strong and clear verbal and written communication, customer service, and interpersonal skills; listen actively and effectively, identify and solve problems, and facilitate problem solving.

Develop and maintain positive working relationships with, and deliver one-on-one assistance to, students and staff members.

Work collaboratively with outside organizations, faculty, students, and staff to assist with coordinating program activities.

Assist students in the use of available resources to complete course assignments; identify and assess student needs and assist students in locating appropriate resources; provide assistance to students on matters related to assigned area.

Provide training, work direction, and guidance to lower-level staff and student workers.

Assist with planning and organizing test proctoring services to meet schedules and changing timelines; deliver test proctoring services; administer, score, and interpret placement and diagnostic tests; maintain the security of confidential materials and an environment that facilitates secure testing.

Participate in information sessions for current and prospective students.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to two years of college level course work in education, human services, counseling, social sciences, business administration, or a related field.

Experience:

Two years of increasingly responsible administrative experience.

Preferred experience: experience involving providing support to special populations.

Desirable experience: experience in providing assistance to others with computers, devices, and related peripheral equipment.

Licenses, Certificates, and/or Other Requirements:

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to ensure health and comfort.

Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Work Schedule: TBD - Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week: Up to 25

Employment Conditions and Information:

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1 st through June 30 th ). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.”

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to departmental needs, with little to no notice. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

NBU employees are limited to working in a single position for a single department and site (assignments are onsite only).

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1 st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example : For the following reporting period: January 1 st through January 31 st , the NBU employee will be paid on February 10 th .

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS), through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

Closing Date/Time: Fri, 27 Mar 2026

Salary:

30.74 - 30.74 Hourly