DEFINITION:

Under the direction of the Dean, Instructional Support, prepares, controls, and verifies the technical electronic and paper files for the curricular offerings at the College; maintains, prepares and coordinates production of the annual College catalog; process and prepares all reports for student instructional trips; maintains degree audit and tracking system; stays abreast on any changes in curriculum for the College’s educational programs

REPRESENTATIVE DUTIES (Illustrative Only):

Plans production calendars for catalog and curriculum reviews; coordinate, performs and oversees clerical activities to assure that timelines and printing schedules are met; assist with developing printer bid specifications.
Serves as lead user, creates and provides technical assistance, training and materials to certificated and classified personnel regarding curriculum documents through Web-based curriculum management system software and catalog production.
Coordinates timelines and production of materials with data processing personnel; assist programmers and others with program development and review; recommend modifications to new or existing software programs.
Utilizes word processing and computer equipment to maintain the College catalog and provide camera-ready pages to the printer; proof the blueline and printer proofs of the catalog.
Reviews, examines and corrects curriculum documents submitted by instructional and administrative staff; screen and determine appropriate action required for materials submitted.
Coordinates curriculum data entry with Scheduling, and in support of a variety of State and District reports; confers with clerical and technical personnel to resolve questions and issues.
Provides for the maintenance of records pertaining to curriculum and curriculum development; organizes and implements procedures, in electronic and hard-copy versions, for dissemination of curriculum information; maintains and stores historical records for official audit review.
Prepares and reviews Curriculum and Instruction Style and Mechanics Subcommittee and the Curriculum and Instruction Committee agendas and performs electronic, written and oral communication required for curriculum meetings.
Prepares College Curriculum and Instruction Committee approved curriculum descriptions for Board of Trustees agendas.
Processes all student instructional trips; prepares consent items for Board of Trustees meeting.
Maintains and updates handbooks and technical materials related to curriculum.
Drafts and types informational bulletins, procedures and memoranda, and distributes data processing reports to divisions.
In conjunction with outside vendor and MIS personnel, adapts WEB CMS software to the College’s computing systems inclusive of the following functions: database file management; coordinate link between the Web-based and MIS systems; formats and processes a variety of reports to assist other College offices; maintains quality control of Master Course curricular database computer files.
Reviews information submitted by instructional divisions; maintains and enters all college course curricula in WEB CMS and College MIS systems.
Learns and applies emerging technologies to perform duties.
Analyzes, evaluates, corrects, inputs and updates data from the College’s degree audit and tracking system.
Collaborates with IT to ensure data transfer from student information system (Banner) to the degree audit and tracking system.
Maintains and updates the master course file and develop a quality control system; reviews information submitted by instructional divisions; maintains and enters all college course curricula.
Reviews and maintains database programming of prerequisites and corequisites for all courses in support of the PCC Prerequisite Checking Program.
Performs complex and technical computer input and generation duties; operates office equipment including computer, calculator, copier, scanner and FAX machine. Utilizes and updates degree completion monitoring system.
Enters new, modified and deleted courses and certifications into State curriculum inventory database.
Refers faculty authors to resources to write program narratives.
Works with Information Technology Services to reconcile State and District curriculum information.
Maintains curriculum and instruction committee webpage.
Remains current on State curriculum requirements.
Trains other employees and provides lead direction to hourly employees.

OTHER DUTIES:

Perform other duties as assigned.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Graduation from high school supplemented by course work in data processing or related field and Four years of increasingly responsible clerical experience including specific experience in curriculum and catalog development at the college level.
An Associate’s degree or two years of college-level secretarial training may be substituted for one year of the required experience.

OTHER REQUIREMENTS:

Ability to type 50 net words per minute.

KNOWLEDGE OF:

Guidelines and procedures utilized in the development of community college curriculum.
State and local curriculum requirements.
Catalog production process and printing layouts and procedures.
Word processing and desktop publishing techniques.
Record-keeping techniques.
Data entry/retrieval, correction, inquiry and report generation.
Laws, rules, regulations involved in assigned activities.
Technical aspects of field of specialty.
Oral and written communication.
Correct English usage, grammar, spelling punctuation, and vocabulary.
District organizational structure, operations, programs, policies, procedures, philosophy, mission, goals, and objectives.
Interpersonal skills, use of tact, patience, and courtesy.
Problem solving and conflict resolution in an academic environment.
Modern office practices, procedures, equipment, and software applications.

ABILITY TO:

Interpret, organize and present complex curriculum documentation issues.
Research and assist in resolving issues involving data elements contained within the Master Course file.
Construct the Master Course file and the database computer files and process revisions.
Organize activities and train faculty and classified staff in curriculum documentation.
Maintain and update extensive records and files.
Learn emerging technologies.
Research and assist in resolving issues involving specialized software.
Recommend operational procedures and policies.
Work closely and effectively with instructional divisions, counseling, data processing and admissions/registration personnel with regard to curriculum and catalog matters.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Meet schedules and timelines.
Work independently with minimal direction.
Understand work within scope of authority.
Train and provide lead direction to others.
Communicate effectively both orally and in writing.
Plan, organize and prioritize work.
Interpret, apply, and explain rules, regulations, policies, and procedures.
Analyze situations accurately and adopt an effective course of action.
Ensure compliance with local, state and federal guidelines, policies, rules, and regulations.
Establish and maintain effective working relationships with others.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community.

DESIREABLE QUALIFICATIONS:

Experience with and training on programming language, such as Scribe.
Experience with degree completion monitoring system, such as DegreeWorks.
Experience with Banner curriculum screens.
Extensive use of spreadsheets, such as Microsoft Excel.
Superior customer service skills.
Superior problem-solving skills.
Bachelor’s degree.

PHYSICAL ABILITIES:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL ELEMENTS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

PROBATIONARY PERIOD: One year.

Pasadena City College Logo

Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax