Title: EMS Program Specialist (Substitute)
Job Category: NBU
Job Opening Date: July 08, 2024
Job Closing Date: July 31, 2024
Locations: Saddleback College
Department:
Pay Grade, for more information click on this link:
https://www.socccd.edu/departments/human-resources/contracts-and-salary-schedules
Pay Type: Hourly
Hours Per Week: 0
Job Description:
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 the assigned administrator, performs responsible general administrative, programmatic, secretarial, clerical assistance, and specialized duties in support of EMS programs within the Health Sciences and Human Services Division; coordinates major activities and programs; and provides a variety of specialized information and assistance to students, faculty, staff, public agencies, community leaders, city officials, hospital and ambulance personnel, and the general public relative to assigned EMS program area of responsibility.
May receive technical training and work direction from an academic bargaining unit program supervisor.
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.
- Perform administrative, programmatic, secretarial, clerical assistance, and specialized duties in support of assigned EMS program within the Health Sciences and Human Services Division such as the Paramedic and EMT program.
- Provide a variety of specialized information and assistance to students, faculty, staff, public agencies, community leaders, city officials, hospital and ambulance personnel, and the general public relative to assigned EMS program area of responsibility.
- Prepare and organize various informational and application packets for students applying to EMS programs; coordinate and prepare interview schedule and contact prospective candidates as assigned; prepare correspondence and other required forms for students accepted into various EMS programs and those not accepted; coordinate required paperwork and physicals; perform physical exam follow up; collect money for tuition and related items.
- Assist students with a variety of matters; provide new and returning students with information and assistance regarding programs and services; assist students in scheduling classes necessary to complete certificate(s); coordinate student enrollment, specialized registration, and payment collections for assigned students with Admissions & Records, student payment office, matriculation office, and other offices on campus; process requests for class waivers; provide presentations to classrooms regarding program activities as needed.
- Organize internships with/for students enrolled in various classes; prepare contracts with potential facilities where students may intern; organize internship schedules including with hospitals and ambulance services; schedule internship hours with students; read and review intern reports; verify internship work hours; chart, monitor, and maintain intern records; schedule ambulance services for participation in Human Services certificate program testing as assigned.
- Coordinate contracts for new clinical sites for students within Health Sciences and Human Services Division programs; prepare contract for signatures; follow-up on pending contracts; facilitate new contracts as necessary; maintain contracts books.
- Send letters of completion to various organizations including those required for exam admittance.
- Provide a variety of assistance and support to faculty; assist instructors with organizing clinical skills days, clinical testing, and National Registry testing; provide information regarding office procedures and office hours; prepare and submit requests for audiovisual equipment to be used in the classroom; post absence, cancelled, and late arrival note on doors of classrooms; may assist in room change or invitation of an outside speaker.
- Prepare, organize, schedule, and participate in the National Registry practice and exam for Paramedic students; prepare clinical and field books and other materials for students.
- Prepare and organize licensure packets for Registry exam and State Licensure.
- Process applicant paperwork for Clinical Skills Specialist positions; schedule skills testing; prepare and process timecards.
- Facilitate clinical schedules for EMT and Paramedic students with hospitals, fire departments, and ambulance companies.
- Collect student payments from local fire departments; ensure EMT license, CPR, vaccinations, and related documentation is current.
- Assist EMS Program Director with accreditation; perform ongoing work to prepare for accreditation.
- 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.
- Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor, and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.
- Participate in the planning, preparation, and coordination of special events, activities, and promotional activities; coordinate with the general public, other educational institutions, and District staff for assigned EMS and other Health Sciences and Human Services Division programs; organize agenda, facilities, and food.
- Establish and maintain complex, interrelated filing systems including confidential files and student files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.
- Order office supplies, materials, and textbooks as directed; ensure their timely receipt and storage.
- Ensure proper functioning of assigned classroom and office equipment; submit maintenance work orders for repairs and cleaning as necessary; prepare and submit information technology work orders as necessary for classroom computers and office computers and printers.
- Serve as receptionist for assigned office/program area; receive telephone callers; respond to routine and specialized questions and requests; provide material and information in response to requests for information related to assigned area of responsibility; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary; convey telephone messages; refer callers to appropriate staff for further assistance as needed.
- 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; prepare class schedules, flyers, brochures, packets, special event announcements, and other marketing materials for EMS programs, courses, and workshops; maintain mailing lists; sort and organize marketing materials for mailing.
- Train and provide work direction to assigned student workers, clerical assistants, and other staff as assigned.
- Receive mail and identify and refer matters to the administrator in order of priority.
- Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.
- Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
- Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
- Attend conferences or meetings representing the EMS programs as assigned.
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:
- Procedures, process, rules, and protocols related to the EMS program including California EMS Authority, National Registry testing processes, and rules of licensure.
- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
- Principles, practices, and procedures of business letter writing and report preparation.
- Principles and practices used to establish and maintain files and information retrieval systems.
- Principles, practices, and procedures of fiscal, statistical, and administrative record keeping.
- Principles of developing and maintaining customer relations.
- Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
- Basic mathematical concepts.
- Basic research methods and techniques.
- Work organization and basic office management principles and practices.
- English usage, grammar, spelling, punctuation, and vocabulary.
Ability to:
- Understand the organization and operation of the EMT and Paramedic program.
- Perform a range of administrative, programmatic, secretarial, and clerical duties of a specialized nature involving the use of independent judgment and personal initiative.
- Work collaboratively with outside organizations, faculty, students, and staff to coordinate program activities.
- Establish and maintain effective working relationships with individuals and organizations outside the District.
- Interact extensively with and respond to requests and inquiries from students, faculty, staff, public agencies, community leaders, city officials, hospital and ambulance personnel, and the general public; effectively present information in person or on the telephone to students, staff, or the public.
- Use sound judgment in recognizing scope of authority.
- Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
- Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
- Research, compile, and interpret data.
- Prepare a variety of clear and concise administrative and financial records.
- Type or enter data at a speed necessary for successful job performance.
- Implement and maintain filing systems.
- Independently compose and prepare routine correspondence and memoranda.
- Train and provide work direction to others.
- Plan and organize work to meet schedules and changing deadlines.
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
- Adapt to changing technologies and learn functionality of new equipment and systems.
- Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
- Work effectively with minimal supervision.
- 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.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
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 coursework or specialized training in business administration, public relations, or a related field.
Experience:
Two years of increasingly responsible secretarial and clerical experience preferably in health sciences, human services, or educational environment and that demonstrates the interpersonal skills to successfully establish and maintain working relationships with other individuals and/or groups; experience or familiarity with EMS programs is highly beneficial.
LICENSE OR CERTIFICATE:
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.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
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.
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:
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; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
Vision:
See in the normal visual range with or without correction.
Hearing:
Hear in the normal audio range with or without correction.
Additional Information:
$29.58/hr
Up to 25 hours per week
Schedule TBD
On-site only
This position is a short-term, temporary, hourly, Non-Bargaining Unit (NBU) assignment, not to exceed 160 days per fiscal year (July 1-June 30). The assignment is on an as needed basis, and may be shortened or extended at any time, due to departmental needs, with little to no notice. This recruitment will remain open until filled or withdrawn. Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.
Employment with the South Orange County Community College District is contingent upon successful completion of the Human Resources pre-employment (“onboarding”) process. The Human Resources onboarding process may include, but is not limited to, successful completion of Live Scan fingerprinting (approx.. $70), I-9 completion, background checks, reference checks, TB testing, as well as completion of the online onboarding process. Failure to successfully complete any portion of the onboarding process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment information may result in withdrawal of any conditional job offer or termination of employment. Short term, non-bargaining unit (NBU) positions may only be used on an intermittent/seasonal basis. Ed. Code sect. 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.”
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.
Inclusion, Diversity, and Equity:
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
Disability Accommodations: If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.
NBU at-will employment: After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. 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.
Worksite: NBU employees are limited to working in a single position in one department/site
Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.
160-day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work.
Payroll reporting period: The payroll reporting period is from the 15th of the first month to the 14th of the next month. NBU employees are paid on the 10th of the following month. Ex: Pay Period 01/15/23 through 02/14/23 will be paid on March 10th.
California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 is provided to all NBU new hires during the onboarding process.
Retirement information: NBU employees may not work more than 960 hours from July 1st-June 30th. 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 of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year.
Sexual Harassment/Discrimination: The District is committed to providing an environment that respects the dignity of individuals and groups; is free of sexual harassment, exploitation, intimidation, violence, and other unlawful discrimination, preferential treatment, and harassment, including that which is based on any legally protected characteristic.
Equal Employment Opportunity: It is the intent of the Board to establish and maintain within the District and all of its programs and activities a policy of equal opportunity in employment for all persons, and to prohibit discrimination, preferential treatment, or harassment based on sex, age, gender identity, gender expression, race, color, ethnic group identification, national origin, ancestry, religion, mental or physical disability, medical condition, genetic information, pregnancy, marital status or sexual orientation or because an individual is perceived as having one or more of the above characteristics.
Confidentiality: Confidentiality of student and staff information is protected under federal law. Any information regarding students or staff that might be accessed in the course of a work assignment through a computer, student file, or other documentation, is to be used strictly to perform my job duties and may only be shared with those who are authorized to have such information.
Mandated reporter: Child Abuse and Neglect Reporting: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred.
Elder and Dependent Adult Abuse Reporting: It is the policy of the South Orange County Community College District to treat reports of violence against elderly persons or dependent adults as high priority criminal activity that is to be fully investigated regardless of the relationship between the victim and the suspect(s).
Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request.
Drug-Free Environment: The District shall be free from all unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in all facilities under the control and use of the District. Any student or employee who violates this policy will be subject to disciplinary action, consistent with local, state, or federal law, which may include the referral to an appropriate rehabilitation program, suspension, demotion, expulsion, or dismissal.
Smoke Free District: It is the intent of the South Orange County Community College District to maintain an educational and workplace environment that is conductive to the health and safety of our students and employees. Realizing the health hazards posed by smoking and by second-hand smoke, it is policy of the South Orange County Community College District to maintain a smoke free environment for all district sites.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications.
DISABILITY ACCOMMODATIONS:
If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to hrinfodesk@socccd.edu.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources (DHR) office upon request.
PLEASE NOTE:
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.
