POSITION PURPOSE:
This position will perform complex duties to maintain the quarterly and annual schedule, the catalog, room scheduling and general clerical support to the Instruction office. The position requires the ability to exercise sound judgment and problem-solving skills and a desire to promote a positive working relationship with peers, supervisor, faculty, and administrators.

DIMENSION:
This position works with the deans, associate deans, support staff, faculty, campus staff, and students.

NATURE AND SCOPE:
This position reports directly to the Director of Instructional Services and performs a variety of complex tasks in support of Instructional programs which include, but are not limited to, organization of the annual and quarterly schedules, room scheduling and master calendar, ordering and scheduling instructional reports, and maintaining the course master records. Independently performs a variety of office support duties answering telephones and office reception, filing, maintaining inventory of supplies, copying documents, and sorting and distributing mail. This position requires knowledge of the Student Management System, Data Express, Instructional Office, Personnel, and State Board policies and procedures.

JOB DUTIES
Course Management and Scheduling

• Organize the development and maintenance of the computerized and print versions of the class schedule, room assignments, and course catalog and ensure timely and accurate submission;
• Create and maintain updated record of approved programs, course approvals, and catalog master;
• Establishment of the course schedule including coordination with the PIO's office;
• Work closely with all Instructional area support staff to facilitate the data entry of courses into the HP system;
• Assist with the maintenance of educational planners for Instructional programs including coordination of program changes with area deans, associate deans and Instructional support staff;
• Troubleshoot problems that may arise.

Room Scheduling

• Create and maintain electronic files related to the scheduling of classrooms;
• Provide information on the availability of rooms;
• Prepare quarterly room usage reports for submission to the Director of Fiscal Services.

Information Processing

• Proofread material, making corrections for sentence structure, spelling, grammar and punctuation;
• Establish or revise electronic or manual files;
• Use SMS (Student Management System) to create, update, maintain, recording of courses;
• Have good working knowledge of the (HP) SMS system in order to use DataExpress to create, prepare, and run reports relating to Instruction adhering to State requirements.

Instructional Publications

• Use graphics software to create and maintain Instructional publications;
• Use Web page software to maintain Instruction area web pages which includes the schedule, program sheets, and courses offered via the internet as they are developed.

Supplies

• Maintenance of inventory and processing of order documents for general office supplies through Central Stores or outside vendors as needed;
• Maintenance of inventory and processing of order documents for office photo copier supplies from appropriate vendor.

Other

• Use spreadsheet and data base software to maintain and monitor budget and fiscal records relating to Instruction accounts;
• Assists with coordinating conferences, and other special events including scheduling, promotional material, handouts, and logistics for the Instruction Office;
• Assist with the collection of quarterly faculty schedules and course syllabi;
• Compile results from and maintain records for adjunct faculty evaluations;
• Prepare monthly billing and rental agreements for instruction classroom usage;
• Make necessary travel arrangements including hotel and airline reservations and conference registrations;
• Answer telephones, receive and refer visitors including students, staff and/or the public, respond to inquiries regarding departmental procedures and services as they pertain to Centralia College and the Instruction Office;
• Assist with office coverage within the Instruction Office;
• Perform related duties as required.

REQUIRED QUALIFICATIONS
High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience

PREFERRED QUALIFICATIONS
Preference will be given to those candidates that have knowledge of the Student Management System, Data Express, Instructional Office, Personnel, and State Board policies and procedures.