Under the direction of the Instructional Operations Supervisor, perform complex and specialized duties to coordinate,
construct and maintain the master class schedule; generate reports, prepare and maintain related records, files, lists and
other materials.
Operate a personal computer including various software programs used in assigned area to input, edit, revise, delete,
retrieve and verify data in an efficient and effective manner; maintain records and files and generate reports, lists, rosters
and other materials.
Coordinate, construct and maintain the master class schedule at a community college in accordance with established
procedures using the District’s student information management system.
Code and enter data on a personal computer for a wide variety of instructional records including non-degree and basic skills
flags, work experience student status, course description information such as Taxonomy of Programs (TOPS) course
classification code, general education, transfer code, units, and course notes including descriptors, section notes and
Assign and verify the accuracy of codes and class contact hour calculations in compliance with State regulations and district
Prepare and maintain a variety of records, files, lists, rosters and reports related to master class schedule functions; prepare
and distribute lists, schedules, memoranda, and other materials as required.
Process Board approved curriculum additions, deletions and modifications in the student information management system
and the class schedule.
Prepare and distribute class schedule data, schedule packets, page proofs and other related materials as required.
Prepare, maintain and distribute faculty hire letters; process revised and cancellation hire letters (Cuyamaca Only).; ensure
accuracy of hire letter data including instructor load and hours; inform Deans regarding hire letter discrepancies
Process and input changes to the class schedule; verify instructor load data, inform Deans regarding load and schedule
Assist in formatting, proofreading, editing and preparing class schedule for printing and college website; assure accuracy and
completeness of class schedule.
Communicate with other departments regarding cancellations of classes and class additions.
Answer questions and provide assistance to administrators, faculty, personnel, students and the public concerning
scheduling functions; assist in admissions and records operations as related to the duties of this position.
Coordinate, process and schedule room requests for events and meetings using an integrated computer software program
(Resource 25), prioritize and troubleshoot incoming requests, locate and reserve appropriate rooms with audiovisual and
multimedia equipment as requested, and send confirmation notices.
Prepare and maintain master file of calendar of events, inform other departments of upcoming events and room reservations.
(Grossmont College Only)
Communicate and coordinate with administrators, department chairs and coordinators, faculty and other personnel to resolve
technical classroom scheduling problems; resolve discrepancies between schedule and use of rooms.
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Communicate with Information Systems to participate in the development and modifications of computer programs used in
the scheduling process, system operations, queries, and report generation.
Write code, compile and implement query programming language to create queries for program review and other
departmental requests.
Generate a variety of statistical records and reports; develop new formats and research computer capabilities for state and
program-mandated reporting requirements.
Scan, order, prepare and distribute summary reports for faculty evaluations as required; track summary reports through
signature process; distribute to District Personnel maintain confidentiality of evaluation records.
(Cuyamaca College Only)
Operate a variety of modern office equipment and machines including computers, printers, calculator, fax, scantron machine
and copier.
Answer phone inquiries and compose correspondence related to scheduling responsibilities.
Train and provide work direction to others as assigned.
Maintain historical resource records for curriculum and various instructional reports such as course master lists, grade
distribution reports, etc. (Cuyamaca College only)
Maintain historical resource records for curriculum, program review, 299 courses, and various instructional reports such as
course master lists, weekly student contact hours (WSCH), full-time equivalent students (FTES), enrollment, grade
distribution, etc. (Grossmont College only)
Write and maintain documentation for instructional operations procedures and systems use.
Maintain currency of qualifications for area of assignment.
Assist or substitute for other clerical personnel as required.
Attend various meetings as required.
Perform related duties as assigned.
Operation of a personal computer and software programs used in assigned area.
Experience using Datatel/Colleague, Banner, or PeopleSoft student information management system, and experience using
Resource 25 event scheduling software is desirable.
Modern office practices, procedures and equipment.
Technical aspects in field of specialty.
Principles and practices of data entry and retrieval in the operation of multiple programs and databases.
Query programming language.
Organizational and scheduling skills and techniques.
Proofreading techniques.
Record keeping techniques.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
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Campus instructional facilities.
Learn procedures, systems and equipment involved in the scheduling process including database management
Learn and apply District policies, rules and regulations related to scheduling functions and applicable sections of the State
Education Code and Title 5.
Operate a personal computer including various software packages used in assigned area to enter, edit, revise, and retrieve
data using keyboarding skills in an efficient and effective manner consistent with requirements of the position.
Operate other modern office equipment.
Use and understand a variety of query programs in instructional analysis.
Proofread effectively with attention to detail to ensure accuracy and completeness.
Complete mathematical calculations quickly and accurately.
Generate computer records and reports; prepare and maintain a variety of records and reports.
Interpret, apply and explain district policies, rules and regulations related to scheduling functions.
Prioritize and process room requests for events and meetings.
Resolve scheduling problems quickly and efficiently.
Schedule rooms for events and meetings using integrated computer software program.
Understand and follow oral and written directions.
Follow departmental policies and procedures.
Plan and organize work to meet schedules and deadlines.
Work independently with little direction.
Work efficiently and accurately with frequent interruptions.
Perform complex and specialized clerical work with speed and accuracy.
Communicate effectively both orally and in writing.
Communicate with others using tact, patience and courtesy.
Establish and maintain cooperative and effective working relationships with others.
Maintain currency of qualifications for area of assignment.
Train and provide work direction to others.
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and one year of college
level coursework in computer science or related field, and three years of increasingly responsible clerical experience
including experience in an educational institution or similar environment or information systems experience.
WORKING CONDITIONS: Office environment subject to multiple ongoing deadlines and frequent interruptions and contact
with administrators, faculty, and staff.
Est. 7/89; Rev: 7/97; Rev 1/02; Rev.4/06; Rev 11.08; Rev. 11.11