Health and Wellness Program Specialist (Substitute-SC)

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 an appropriate level manager or administrator, performs administrative assistant, programmatic, and specialized duties in support of the assigned program area; provides a variety of specialized information and assistance to students, faculty, staff, public agencies, and others related to the assigned area of responsibility.

May receive functional and technical training and work direction from faculty members or higher-level staff.

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.

Assists with the day-to-day operations of the assigned program or area; performs administrative assistant duties and may serve as receptionist for the assigned area; communicates information in-person, electronically, or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.

Establishes and maintains complex, interrelated filing systems including confidential files and student files; collects, compiles, and records narrative, statistical, and financial data and other information; researches and verifies information as requested; types, formats, proofreads, duplicates, and distributes a wide variety of correspondence, reports, and other materials according to established procedures, policies, and standards.

Operates a variety of office equipment; uses electronic technology to correspond with others and maintain assigned calendars, schedules, and appointments; utilizes various computer applications, software packages, and databases; prepares, maintains, and generates reports; participates in updating the program website and relevant social media sites, as required.

Maintains current knowledge of program regulations, policies, application requirements, and eligibility criteria; supports compliance with applicable School, College, District, and local, state, and federal requirements; maintains working knowledge of standard operating procedures and uses established policies and procedures to provide accurate information to students, staff, faculty, and others; maintains confidentiality of sensitive information in accordance with applicable requirements.

Responds to routine and specialized questions regarding program requirements, application processes, and event participation; prepares and distributes correspondence, materials, and information to students applying to the program; prepares interview schedules and contacts prospective candidates; tracks the completion and receipt of student admission requirements, including physical examinations, forms, licenses, certifications, immunizations, and other required documentation; reviews documentation to confirm that required certifications and licenses are current and valid; assists students with class scheduling and requests for class waivers; serves as a liaison with other campus departments to facilitate student enrollment, specialized registration, and payment processes.

Serves as a liaison among students, faculty, and administration regarding program-specific needs; provides administrative support to faculty, including assistance with course materials, scheduling, communication, and related activities; assists with organizing clinical skills days and specialized testing; procures specialized apparatus, equipment, and materials; prepares, organizes, schedules, and participates in practice and actual examinations; prepares student packets and materials; may assist with contacting and coordinating guest speakers; ensures proper functioning of assigned classroom and office equipment and submits maintenance and information technology work orders as needed; orders office and classroom supplies, materials, and textbooks as directed; maintains adequate inventory levels and ensures timely receipt and storage of materials.

Assists with the facilitation of clinical placements and/or internships for students enrolled in the assigned program, including facilitating schedules with locations/sites and scheduling internship hours; maintains accurate and detailed records related to student progress, clinical/internship hours, program certifications, and other related activities.

Participates in the selection of temporary staff for the assigned program; serves as a liaison with Human Resources and Payroll, as necessary, to perform, process, and submit actions related to hiring and onboarding temporary staff, time entry, and other employment or payroll activities.

Assists with maintaining documentation and records related to accreditation and licensing requirements for the assigned area; performs ongoing administrative work to support accreditation preparation and related activities.

Attends a variety of meetings, workshops, conferences, presentations, and training sessions as required; maintains compliance with mandatory trainings and certifications as directed by supervisor; attends and participates in diversity, equity and inclusion trainings and events; provides staff support to standing and ad hoc committees and other groups as assigned; takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.

Assists the supervisor with budget-related duties; monitors budget activity, expenditures, invoices, and account balances and assists with resolving budget issues; processes budget/expense transfers, purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to the assignment; prepares, processes, and follows up on contracts, including agreements with facilities and sites where students may intern; researches vendors and contractors and obtains estimates and service information, as appropriate.

Plans, prepares, coordinates, and participates in the marketing, logistics, and execution of small and large events and activities; prepares agendas and programs, schedules facilities, and procures refreshments, as needed.

Serves as a liaison with other campus and district departments to promote events, programs, and initiatives; may assist in preparing a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials; orders brochures, applications, and forms as necessary; receives, sorts, and delivers materials.

Participates in planning and attending events and activities for new, returning, and prospective students; provides information and materials regarding programs and services; may represent the College at on- and off-campus meetings, conferences, community and outreach events, and high school career and college fairs; provides presentations regarding program activities, as needed.

Provides training, mentoring, and functional and technical work direction to assigned student workers, temporary and lower-level staff, and volunteers; reviews assigned work for completeness and accuracy.

Fosters a collaborative and inclusive environment that promotes professionalism and effective teamwork; establishes and maintains cooperative working relationships with students, staff, faculty, and outside groups to support the effective implementation of program objectives.

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 :

Philosophy, operational characteristics, services, activities, goals, and objectives of the assigned program; specialized functions, operations, rules, regulations, requirements, and restrictions related to the area of assignment; terminology, techniques, equipment, materials, principles, practices, and procedures related to the work.

Pertinent federal, state, and local laws, codes, rules, regulations, policies, and procedures related to the assigned area.

Current office practices, procedures, methods, and technology; word processing, desktop publishing, spreadsheets, databases, and related computer applications.

Methods for generating and preparing reports from systems and databases; basic principles and practices of administrative research; principles and practices for establishing and maintaining files and information retrieval systems; fiscal, statistical, and administrative record keeping; business correspondence; work organization and basic office management.

Principles, practices, and procedures of budget and contract preparation and processing; basic accounting principles and procedures.

Effective written and oral communication skills in English, including correct usage, grammar, spelling, punctuation, and vocabulary.

Basic mathematical concepts.

Principles, practices, and techniques used in public speaking, public relations, outreach, marketing, and providing excellent customer service.

Techniques to facilitate effective interaction with people on an individual or group basis.

Interpersonal skills using tact, patience, and courtesy.

Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.

The diverse racial, ethnic, and cultural backgrounds, sexual orientations, gender identities, religions, disabilities, ages, and socioeconomic statuses of others.

Confidentiality requirements when dealing with sensitive information.

Occupational hazards and standard safety policies and procedures.

District and College organization, operations, policies, and objectives.

Ability to :

Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities; understand, explain, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances; work within the policies, functions, and requirements of area of assignment; follow established procedures and guidelines.

Perform a range of specialized administrative and programmatic duties; support and implement the operations, services, activities, goals, and objectives of the assigned area.

Operate office equipment and use computer hardware, software, peripherals, and applications supporting word processing, desktop publishing, database management, and spreadsheets; enter data at a speed necessary for successful job performance; research, compile, analyze, and interpret data and information; maintain accurate filing, record-keeping, and tracking systems; compose and prepare correspondence, reports, memoranda, and other written materials.

Communicate clearly and concisely, both orally and in writing, in English; demonstrate correct grammar, spelling, punctuation, and vocabulary; understand and follow oral and written directions; listen actively and effectively.

Represent the assigned area effectively to students, faculty, staff, the College community, and outside individuals and agencies; establish and maintain positive relationships that support program goals and objectives.

Work with, exhibit sensitivity to, and demonstrate an understanding of, persons with diverse racial, ethnic, and cultural backgrounds, sexual orientations, gender identities, religions, disabilities, ages, and socioeconomic statuses.

Respond effectively to requests and inquiries from students, faculty, staff, and the public; present information clearly in person, electronically, or by telephone; provide excellent customer service.

Work effectively under pressure with frequent interruptions and a high degree of public contact; manage multiple tasks concurrently while meeting established deadlines and changing priorities; concentrate on detailed tasks for extended periods; work confidentially, independently, and collaboratively.

Exercise good judgment, discretion, and initiative in resolving confidential, difficult, and sensitive situations within established policies and procedures; recognize the scope of authority; maintain the confidentiality of sensitive information, records, and reports.

Provide functional and technical work direction, training, and guidance to assigned staff, student workers, and volunteers.

Report to work on a regular and consistent basis, as scheduled, to assigned job.

Maintain a clean, safe, and orderly work environment; follow established safety practices and procedures; monitor activities within the assigned area and address or report violations as appropriate.

Attend meetings, workshops, conferences, presentations, and training sessions on- and off-site, as required; maintain compliance with mandatory training and certification requirements.

Work occasional evening/weekend shifts, as required.

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 administrative experience, preferably in a public agency.

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.

Work Schedule: TBD - Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week: Up to 25

Employment Conditions and Information:

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1 st through June 30 th ). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 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.”

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to departmental needs, with little to no notice. 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.

NBU employees are limited to working in a single position within one department and at one worksite. ASL Interpreters and Art Models are the only exceptions to the single-worksite requirement. NBU employees may not work remotely and must be supervised while performing their assigned duties.

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1 st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example : For the following reporting period: January 1 st through January 31 st , the NBU employee will be paid on February 10 th .

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. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

Closing Date/Time: Sat, 07 Nov 2026