Job description

Posting Summary

Posting Type
Wide Distribution

Department
Financial Aid Office

Campus
Ocean Campus

Location
50 Frida Kahlo Way, San Francisco, CA 94112

Job Category
Classified

Salary

Salary Range:
$41.8920 – $50.8507 hourly

$87,135 – $105,769 annually

Appointment Type
Classified - Permanent-Exempt

Full Time/Part Time
Full Time

Hours/Week
40

Appointment Schedule
Full Fiscal Year (260 Days)

(STO) School Term/Summer enter number of days

Bilingual Position
Yes

Special Conditions

Start Date

End Date

Position Description
Permanent exempt. Exempt employees are considered “at will” and serve at the discretion of the appointing officer.
This position is grant funded and funding is reviewed on a yearly basis. Hours are subject to change after appointment dependent upon grant status.

Under the direction of the Dean of Financial Aid & Special Programs or designee, the 1844 Senior Management Assistant/CalWORKs Coordinator works in collaboration with County of Francisco Department of Human Services to assist CalWORKs recipients obtain work experience. The CalWORKs Coordinator will provide worksite placement, as well as employment and retention services to CalWORKs participants in the program. The coordinator will be responsible for the programs operations, budget management, planning, grant development, support services, and coordination. The Program Coordinator will perform difficult and complex professional level administrative and/or management duties. Duties will include classified supervisory responsibilities, hiring and supervising student workers, office/operations management, front counter management, staff scheduling, and first contact for student resolution on student concerns. The incumbent will be responsible for managing MIS data and submitting to State to secure CalWORKs funding; other data management and analysis as required by categorical funds. In addition, the incumbent will be responsible for disseminating, interpreting, enforcing existing policies and procedures, and implementing changes in personnel policies to ensure compliance with regulations due to changing federal, state, local guidelines and deadlines; reviewing discrepancies, and errors in budget and expenditures, and reports received from the District Business Office. Essential functions include preparation of fiscal reports; developing, managing, and implementing grant resources; managing office and coordinating clerical and technical support activities; conducting orientations; gathering, compiling and analyzing data, preparing reports; assisting in developing and recommending changes to policies, procedures and regulations. The coordinator will also serve as a liaison between the CalWORKs Program and outside agencies.

Note: This position is designated supervisory and is not represented by a collective bargaining unit.

Job Duties

Examples of Duties:
1. Assists with annual budget development; conduct studies as a basis for developing the department’s budget, work plans, budget requests, program review, review and analyze budget estimates; monitor and review program expenditures. 2. Assists with the preparation of budget development/estimates, billing and adhere to both District Business Office and CalWORKs procedures relating to Title 5. Perform detailed analysis of program budget development, expenditures and reporting. Manage and monitor categorical funding expenditures and district program budget. 3. Prepares and reviews operational and financial records, manuals and reports; assists in reviewing, evaluating, and monitoring grant proposals to ensure compliance with departmental policies and regulations. 4. Oversees and supervises CalWORKs Program new student applicant eligibility processes and eligibility maintenance. Providing service/advice to CalWORKs students regarding program services, and eligibility requirements 5. Prepares and edits correspondence, reports, statements, memoranda using computer software/systems and other material of a complex and difficult nature requiring a high degree of accuracy. 6. Performs responsible office work involving the exercise of considerable independent judgment and decision making. Plans, organizes, leads and/or participates in complex, sensitive, and detailed work in the CalWORKs Program. 7. Supervises classified staff and student workers. 8. Acts as a liaison to various college departments and outside agencies involving the CalWORKs Program, e.g., Business Office, Institutional Research, ITS , etc. 9. Point of contact to facilitate/resolve student issues which may arise in any of the functions/areas of the office. Resolves problems that may occur during the working day as it pertains to CalWORKs operations. 10. Provides training and technical assistance, as well as prepares training material, procedures manual for the office. 11. Assists with MIS data and submission to the California Community College Chancellor’s Office for funding source. 12. Assists with developing and submitting program and budget plans to both the California State Chancellor’s Office and the County of San Francisco Human Services Agency 13. Assists with the development and implementation of the CalWORKs Program Student Learning Outcomes ( SLO ), data collection, data review and reporting. 14. Assists with the preparation, and submittal of the annual program review. 15. Makes regular contact with all levels of personnel in various departments to share information related to the department. The work requires the utilization of complex word processing, spreadsheets, graphics, and data base software, Internet and email. 16. Actively participates in implementing new technology, updates procedures/training manual and evaluates outcomes. 17. Develops and maintains partnerships with community-based organizations, local agencies. Attend local working group local working group meetings and stakeholder meetings concerning transitional homeless students and higher education. 18. Other duties as assigned

Minimum Qualifications

Minimum Qualifications:
1. Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function; AND

2. Three (3) years full-time equivalent experience performing professional-level management and/or administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas.

Substitution: Applicants may substitute up to 2 years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Note: Work experience with the District as a College Work Study Student or Lab Aide (3591 Classification) will not be considered or applied as qualifying experience.

Desirable Qualifications

Desirable Qualifications:
1. Two (2) or more years of increasingly responsible administrative support experience 2. Knowledge of CalWORKs and county eligibility requirements 3. Knowledge and experience in CalWORKs State categorical reporting procedure. 4. Experience in using Word, Excel, and PowerPoint 5. Knowledge of CalWORKs operations in a higher education setting 6. Two (2) or more years of experience utilizing Banner Software or similar computer software or comparable systems. 7. Experience in prioritizing and completing multiple tasks in a timely fashion. 8. Effective interpersonal skills.
9. Strong organizational skills. Ability to meet schedules and timelines. Analyze situations accurately and adopts an effective course of action. 10. Ability to communicate effectively orally and in writing, establish and maintain cooperative working relationships with a wide variety of students, staff, administrators, and community members. Effective interpersonal, communication skills, using tact, patience and courtesy.

Benefits
1. Additional Days Off with Pay. As stipulated in the appropriate bargaining agreements and board resolutions, Classified employees working full-year (260 days/year) work schedules are granted, as paid days off, the days between Christmas Day and New Year’s Day, as well as an additional five (5) paid days off during spring break. Eligible school-term-only ( STO ) employees who are not scheduled to work the designated days between Christmas and New Year’s Day shall be granted three (3) paid days off to be scheduled by mutual agreement between the employee and supervisor. Eligible school- term-only ( STO ) employees who are not scheduled to work the days designated as Spring Break will not be paid for these days off.

2. New employees hired on or after October 1, 2013 will contribute 2% of salary to the San Francisco Retiree Health Care Trust Fund ( RHCTF ).

Application Procedure
To be considered for this position the following materials must be submitted by the filing deadline. Applications filed without the required documents will be rejected. Note the employment portion must be filled out.

1. Completion of online application. Start process by clicking on the “Apply for this Position” button at the top of this page; AND

2. A letter expressing interest in the position specifically indicating how you meet the Minimum and Desirable Qualifications as listed in this announcement and identifying the department above; AND

3. A current resume summarizing educational background and related work experience; AND

4. Educational Verification: Verification of qualifying education must include copies of transcripts, diplomas or certificates posting your degree(s) and Major(s). If verification cannot be obtained, the applicant must submit a signed statement with the application explaining why such verification cannot be obtained. Requests for waiver will be considered on a case-by-case basis. Foreign degree(s)/coursework used as qualifying to meet minimum qualifications must be evaluated by a foreign degree evaluation services organization, before an application can be processed. Please contact the CCSF Human Resources Department at (415) 452-7660 for evaluation sources. Failure to submit the required verification or request for waiver with the application at the time of filing will result in rejection of the application.
Verification of Experience: Verification may be requested at any time during this recruitment and selection process. If requested, verification of experience needed to qualify must be submitted on the employer’s letterhead and indicate the name of the applicant, job title, dates of employment, hours/week, and duties performed and must be signed by the supervisor and/or appropriate company representative. Verification of experience may be waived if impossible to obtain. The applicant must submit a signed statement with the application explaining why verification cannot be obtained. Waiver requests will be considered on an case-by-case basis. Failure to submit the required verification or request for a waiver at the time of verification is requested may result in the rejection of the application.

ADA Statement
Applicants who require a reasonable accommodation to participate in this hiring process should contact the Title 5/ EEO / ADA Compliance Officer at 415/452-5053 to make the necessary arrangements. Please be aware that verification of a covered disability under the ADA may be required.

Selection Procedure/Conditions of Employment
Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine applicants’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.

New Hires: As approved by the governing Board of the San Francisco Community College District, beginning October 1, 2021, City College of San Francisco requires that new and current employees, students, and business partners participate in the COVID Safety Campaign. All parties entering CCSF facilities must demonstrate proof of COVID vaccination in compliance with current CDC and SFDPH guidelines. New hires must submit documentation for verification to the Human Resources Department.

EEO Statement
It is the policy of the City College of San Francisco to provide all persons with equal employment and educational opportunities regardless of race, color, ancestry, national origin, ethnic group identification, religion, age, gender, marital status, domestic partner status, sexual orientation, disability or AIDS / HIV status, medical conditions, gender identity, or status as a Vietnam-Era veteran. These categories specifically include status as a lesbian, gay, bisexual, transgender, or questioning person in any District program or activity. For further information, contact the Title 5/ EEO / ADA Compliance Officer at (415) 452-5053.

Posting Detail Information

Posting Number
CS00246P

Job Open Date
12/01/2022

Application Review Date

Job Close Date
12/15/2022

Open Until Filled
No

Contact
Bobbie Ford McCormick, Financial Aid Office

Contact Phone/Extension
(415) 452-5648

Contact Email
bmford@ccsf.edu

Special Instructions to Applicant
Filing Deadline: 4:00 pm, Thursday, December 15, 2022.
Employees who are current, Permanent-Exempt, Full-time, Full year in Class 1844 Senior Management Assistant with City College of San Francisco qualifies to be considered as an internal transfer candidate. Internal Transfer applicants must submit an applications according to the application procedure identified above, AND indicate on the letter of interest that they are applying as an internal transfer candidate.

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