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                    <text>West Shore
Community College

ACADEMIC

AND

STUDENT

ORGANIZATIONAL

CHART

&amp;

JOB

DESCRIPTIONS
J U L Y 1973

SERVICES

�WEST

SHORE

ACADEMIC

COMMUNITY

AND

STUDENT

COLLEGE
SERVICES

Enclosed in this report is the organizational chart along with the
job descriptions of the personnel involved in the area of Academic
and Student Services.
Page
Dean of Academic &amp; Student Services

1

Director of Instructional Media Center

3

Coordinator of Audio-Visual Services

5

Coordinator of L i b r a r y Services

6

Director of Admissions &amp; Counseling

7

Coordinator of Student Activities
and Public Events

9

Student Senate

10

Coordinator of Placement &amp; Financial Aids

11

Coordinator of General Education

15

Divisional A f f a i r s Council

16

Acting Divisional Chairmen

17

Faculty

18

Secretary to the Dean of Academic and
Student Services

20

IMC Director's Secretary

21

Admissions/Student

22

Services Secretary

Career Development and Placement Secretary

23

�DEAN
ACADEMIC
&amp;
STUDENT SERVICES

DIRECTOR

DIRECTOR
INSTRUCTIONAL MEDIA

COOR.
AUDIO-VISUAL &amp;
PUBLIC RELATIONS

ADMISSIONS &amp; COUNSELING

COOR.
LIBRARY
SERVICES

COOR.
GENERAL
EDUCATION
DIV.
lCOUNCIL

SOCIAL SCIENCES

SCIENCE &amp; MATH

COOR.
STU. ACTIVITIES &amp;
PUBLIC EVENTS

COOR.
PLACEMENT &amp;
FINANCIAL AIDS

STUDENT SENATE

COMMUNICATIONS

HPER

HUMANITIES

�WEST SHORE COMMUNITY COLLEGE
DEAN

OF

ACADEMIC

AND STUDENT

SERVICES

Job Description

I.

THE DEAN OF ACADEMIC AND STUDENT SERVICES SHALL BE
RESPONSIBLE TO THE PRESIDENT FOR:
A.

Supervising all general education c u r r i c u l a r activities.
This shall include:
1.

2.

Evaluating faculty members through consultations
with individual professors and division chairmen.

3.

Assigning teacher loads i n consultation with the
Division Chairmen, and evaluating the academic
program according to the standards established
by the College.

4.

Serving as co-chairman of the Divisional Council.

5.

B.

Planning, developing, implementing, and supervising the instructional program to insure that
educational objectives are met.

Supervising the preparation of the schedule of classes
and room assignments.

Supervising a l l Student Personnel Services activities.
shall include:

This

1.

Planning, recommending, and administering student
personnel policy and supervising the student personnel
program including the areas of counseling, admissions,
records, testing, orientation, student activities, student
conduct, follow-up, placement, financial aids, student
government, health, articulation, housing, and research.

2.

Evaluating Student Personnel staff members by periodic
consultations with individual staff members; encourages
self-evaluation of a l l staff.

3.

Assist in the preparation of the college catalog as well
as other appropriate brochures.

- 1 -

�Job Description
Dean of Academic and Student
Services (continued)

C.

Supervising all IMC activities.

This shall include:

1.

Providing for the direction and supervision of
the Instructional Media Center i n order that its
services and materials shall be related to the
instructional program.

2.

Establishing and maintaining an orderly, but
flexible selection procedure for textbooks and
other teaching media for the various divisions
within the College.

D.

Supervising in the recruitment and recommendations for
employment of competent staff to implement the principles,
policies, and procedures of Academic and Student Services
as they relate to the overall philosophy and objectives of
the College.

E.

Provide leadership, in-service training and evaluation
which w i l l encourage the development and professional
growth of Academic and Student Services staff; including
approving their participation in appropriate professional
meetings, research, and activities.

F.

Establish and maintain close liaison with all segments of
the community served by the College, and working for close
relations with the community to seek community resources
to supplement the Academic and Student Services programs.

G.

Serve as a member of the President's Cabinet and other
College Councils as seemed appropriate.

H.

Assist the President and Dean of Campus Services in the
preparation of the budget, particularly as related to Academic
and Student Service needs.

I.

Prepares an annual report for submission to the President
and such other rfeports as are required by the College or
other appropriate agencies.

J.

Performs other related duties which may be assigned by
the President.

- 2-

�WEST SHORE COMMUNITY COLLEGE
Instructional Media Center
Job Description
Director of Instructional Media
The Director of Instructional Media is directly responsible to the Dean of
Academic and Student Services for the development and effective operation
of the Instructional Media Center. He will also serve as a staff officer
to the Academic Dean for other duties and responsibilities as prescribed
for this position.
This individual:
A.

As^Tsts the Academic Dean, together with other deans, in planning
£fnd organizing the educational programs of the college and to plan
and implement the IMC programs and services to support these educational programs.

B.

Assists the Academic Dean and other staff with instructional
development and innovative instruction.

C.

Develops and implements procedures and processes designed to
increase student, staff, and community use of IMC services and
facilities.

D.

Assists the Academic Dean with planning, development and implementation of faculty orientation.

E.

Develops and recommends requirements and qualifications for new IMC
staff.

F.

Evaluates and makes recommendations in regards to selection, promotion, leaves, and retention - non-retention and tenure of all IMC
staff and maintains appropriate records.

G.

Provides for effective and efficient Instructional Media support to
the instructional programs and services of the college through the
Coordinator of Library Services and Coordinator of Audio-Visual/
Public Relations.

H.

Plans, develops and recommends to the Academic Dean the IMC annual
budget and executes the adopted budget.

I.

Evaluates the IMC operations/services and makes recommendations for
improvement of these services to college staff, students, and to the
community.

J.

Coordinates and encourages participation in professional development
for all IMC staff.

- 3 -

�K.

Coordinates evaluation of gifts/donations to the IMC and acknowledges the receipt of these gifts/donations.

L.

Provides assistance to campus personnel for preparation and
coordination of state/federal funding proposals.

M.

Performs other duties as requested by campus staff, students, and
community citizens as time and budget allow.

- 4-

�WEST SHORE COMMUNITY COLLEGE
Instructional Media Center

Coordinator

I.

Job Description
of Audio-Visual

Services

THE COORDINATOR OF AUDIO-VISUAL SERVICES SHALL BE
RESPONSIBLE TO THE DIRECTOR OF THE INSTRUCTIONAL
MEDIA CENTER AND SHALL BE RESPONSIBLE FOR:
A.

Administering and supervising all projects, programs,
activities, and staff assigned to the Audio-Visual Department;

B.

Reviewing the immediate and long-range c u r r i c u l u m organization to plan and budget for selection, acquisition, and
maintenance of audio-visual equipment and materials for the
entire college staff needs;

C.

Providing assistance, guidance, and evaluation of the uses
of media i n achieving teaching and learning objectives, both
for WSCC staff as well as for community education systems;

D.

Scheduling and supervising Audio-Visual Department personnel;

E.

Providing for campus photographies, graphics, and other
services as needed;

F.

Studying existing campus facilities and advising for needed
improvements in media use, and coordinating the most effective
use of media i n plans for future campus facilities;

G.

Serving as an advisor to the IMC Director for the organization
of total IMC development and services;

H.

Completing other duties such as news releases, printing of
publications, posters, evening supervision, as assigned by
the IMC Director.

- 5 -

�West Shore Community College
Instructional Media Center
Job Description
Coordinator of Library Services

I.

THE COORDINATOR OF LIBRARY SERVICES SHALL BE RESPONSIBLE TO THE IMC
DIRECTOR FOR:

A.

Planning, organizing, and administering all programs and operations of library services;

B.

Scheduling and supervising staff in the acquisition, circulation,
and maintenance processes of all library materials;

C.

Preparing, recoimiending, and administering budgetary allocations
for all phases of library services;

D.

Providing for suitable catalog holdings of print and non-print
media;

E.

Developing and maintaining handbooks and publications indicating
library resources, procedures, and services for campus staff,
students, and community citizens;

F.

Developing library orientation programs for campus staff and
students and community clientele;

G.

Performing other duties as requested by the IMC Director.

l e - 5/29/73
- 6-

�WEST SHORE COMMUNITY COLLEGE
Academic and Student S e r v i c e s
Job D e s c r i p t i o n
D i r e c t o r o f Admissions and C o u n s e l i n g
I.

THE DIRECTOR OF ADMISSIONS AND COUNSELING SHALL BE RESPONSIBLE
TO THE DEAN OF ACADEMIC AND STUDENT SERVICES AND SHALL BE
RESPONSIBLE FOR:
GENERAL SUPERVISION AND ADMINISTRATION
A.

To a s s i s t t h e Dean o f Academic and Student S e r v i c e s i n
p l a n n i n g , recommending and a d m i n i s t e r i n g s t u d e n t p e r s o n n e l
p o l i c y and s u p e r v i s i n g t h e s t u d e n t p e r s o n n e l program i n c l u d i n g t h e areas o f c o u n s e l i n g , a d m i s s i o n s , t e s t i n g ,
o r i e n t a t i o n , s t u d e n t a c t i v i t i e s , f o l l o w - u p , placement,
f i n a n c i a l a i d s , h o u s i n g , and a r t i c u l a t i o n .

B.

C o o r d i n a t i o n o f Student Personnel S e r v i c e s w i t h t h e t o t a l
e d u c a t i o n a l program and f a c u l t y o f t h e c o l l e g e .

C.

A s s i s t t h e Dean i n t h e p r e p a r a t i o n o f t h e budget and
annual r e p o r t as t h e y r e l a t e t o Student Personnel S e r v i c e s .

D.

A s s i s t t h e Dean i n t h e development and maintenance o f
community r e l a t i o n s .

E.

Encourage t h e development and p r o f e s s i o n a l g r o w t h o f
Student P e r s o n n e l S t a f f t h r o u g h a t t e n d a n c e and i n v o l v e ment o f p r o f e s s i o n a l m e e t i n g s , c o n f e r e n c e s , r e s e a r c h and
activities.

F.

A s s i s t t h e Dean and v a r i o u s c o o r d i n a t o r s i n t h e d e v e l o p ment, c o l l e c t i o n and i m p l e m e n t a t i o n o f s t u d e n t o r i e n t e d
r e s e a r c h s t u d i e s and s u r v e y s .

ADMISSIONS:
A.

To develop and implement an admissions program t h a t a c t i v e l y
r e c r u i t s s t u d e n t s i n t h e area h i g h schools and o t h e r persons
served i n t h e c o l l e g e s e r v i c e area.

B.

Development and i m p l e m e n t a t i o n o f a program u t i l i z i n g t h e
mobile u n i t .

COUNSELING AND STUDENT DEVELOPMENT:
A.

Continued development and expansion o f c o u n s e l i n g s e r v i c e s ;
w o r k i n g c l o s e l y w i t h t h e o t h e r members o f t h e Student
Personnel S t a f f t o implement c o u n s e l i n g s e r v i c e s t h r o u g h
a d v i s i n g , program p l a n n i n g , i n d i v i d u a l and group c o u n s e l i n g ,
and r e f e r r a l s t o s p e c i a l i z e d a s s i s t a n c e on campus o r t o
o u t s i d e agencies.

- 7 -

�-2Job D e s c r i p t i o n
D i r e c t o r o f Admissions

&amp; Counseling

B.

To c o o r d i n a t e v i s i t a t i o n s , a r t i c u l a t i o n p r o c e d u r e s ,
e v a l u a t i o n o f c r e d i t s t r a n s f e r r e d i n t o West Shore,
and o t h e r areas o f i n f o r m a t i o n necessary t o assure t h e
c o l l e g e community o f a good w o r k i n g r e l a t i o n s h i p w i t h
four-year i n s t i t u t i o n s .

C.

C o o r d i n a t e a l l t e s t s e r v i c e s used by West Shore Community
C o l l e g e t o meet e d u c a t i o n a l needs and r e s e a r c h needs o f
the i n s t i t u t i o n .

D.

P e r f o r m i n g such o t h e r r e l a t e d d u t i e s as may be a s s i g n e d
by t h e Dean o f Academic and Student S e r v i c e s .

- 8 -

�WEST SHORE COMMUNITY COLLEGE
Academic and Student S e r v i c e s
Coordinator
I.

THE COORDINATOR OF STUDENT ACTIVITIES AND PUBLIC EVENTS
SHALL BE RESPONSIBLE TO THE DIRECTOR OF ADMISSIONS AND
COUNSELING AND SHALL BE RESPONSIBLE FOR:
A.

C o u n s e l i n g : A s s i s t i n g s t u d e n t s , e i t h e r on a group
or i n d i v i d u a l b a s i s , who have concerns d e a l i n g w i t h
i n f o r m a t i o n s e e k i n g , d e c i s i o n making, o r b e h a v i o r
m o d i f i c a t i o n as r e l a t e d t o p e r s o n a l - s o c i a l , e d u c a t i o n a l ,
or v o c a t i o n a l problems.
1.
2.

II.

Making r e f e r r a l s t o a p p r o p r i a t e i n d i v i d u a l s o r
agencies when i t w i l l b e t t e r serve t h e s t u d e n t .
A t t e n d i n g t o r e f e r r a l s from a p p r o p r i a t e i n d i v i d u a l s
or agencies when r e q u e s t e d .

Student Development: A s s i s t i n g w i t h o t h e r s t u d e n t p e r s o n n e l
f u n c t i o n s as t h e y r e l a t e t o t h e d e v e l o p m e n t a l p r o c e s s .
A.
B.
C.
D.
E.

III.

Job D e s c r i p t i o n
o f Student A c t i v i t i e s and P u b l i c Events

O r i e n t a t i o n programs
Testing services
Study s k i l l s
T u t o r i a l Services
Admissions and R e c r u i t m e n t

Student A c t i v i t i e s and P u b l i c Events
A. P r o v i d e l e a d e r s h i p t r a i n i n g programs f o r a l l Student Senate
members, s t u d e n t r e p r e s e n t a t i v e s t o c o l l e g e c o u n c i l s , and
s t u d e n t o f f i c e r s o f c l u b s and o r g a n i z a t i o n s .
B. C o o r d i n a t e programming o f a l l s t u d e n t sponsored campus
a c t i v i t i e s . A s s i s t w i t h c o o r d i n a t i o n o f a l l p u b l i c events
h e l d on campus.
1. Budget
2. S e l e c t i o n
3. S c h e d u l i n g
4. Promotions
C. P r o v i d e a s s i s t a n c e and d i r e c t i o n t o t h e Student Senate members
i n developing:
1. A y e a r l y budget o f Student Senate funds
2. P u b l i c a t i o n o f handbooks, c a l e n d a r s , p o l i c i e s ,
and procedures manuals f o r c l u b s , e t c .

IV.

Other d u t i e s as r e q u e s t e d
Counseling.

by t h e D i r e c t o r o f Admissions and
- 9 -

�1

WEST SHORE COMMUNITY COLLEGE
ACADEMIC AND STUDENT SERVICES
Job D e s c r i p t i o n
Student Senate
I.

THE STUDENT SENATE SHALL BE RESPONSIBLE TO THE COORDINATOR
OF STUDENT ACTIVITIES AND PUBLIC EVENTS AND ITS MEMBERSHIP
AND FUNCTIONS ARE AS FOLLOWS:
A.

Membership: Student Senate members i n c l u d e :
1. Four o f f i c e r s ( P r e s i d e n t , V i c e - P r e s i d e n t ,
Secretary,
and T r e a s u r e r ) e l e c t e d i n t h e s p r i n g o f t h e y e a r i n
accordance w i t h t h e S t u d e n t Senate c o n s t i t u t i o n .
2. Twenty s e n a t o r s (10 freshmen and 10 sophomores)
e l e c t e d i n t h e s p r i n g and f a l l o f t h e y e a r i n a c c o r dance w i t h t h e Student Senate c o n s t i t u t i o n .

B.

Functions:
The r i g h t s and powers o f t h e S t u d e n t Senate
as o u t l i n e d i n t h e c o n s t i t u t i o n a r e :
1.
I t s h a l l be t h e o n l y s t u d e n t o r g a n i z a t i o n which can
r e p r e s e n t and w h o l l y speak f o r t h e s t u d e n t body o f
West Shore Community C o l l e g e .
2. Though h a v i n g no v o i c e i n t h e i n t e r n a l a f f a i r s o f
any c h a r t e r e d s t u d e n t o r g a n i z a t i o n t h e Senate has
t h e r i g h t t o i n t e r v e n e when and i f t h e a c t i v i t i e s
o f such an o r g a n i z a t i o n t e n d t o encroach upon a u t h o r i t y
l a w f u l l y i n v e s t e d i n t h e S t u d e n t Senate.
3.
I t s h a l l have s o l e a u t h o r i t y t o g r a n t o r r e f u s e c h a r t e r s
a p p l i e d f o r by a l l s t u d e n t o r g a n i z a t i o n s , a s s o c i a t i o n s ,
c l u b s , f r a t e r n i t i e s , and s o r o r i t i e s a c c o r d i n g t o p o l i c i e s
set herein.
4.
I t s h a l l be t h e s o l e s t u d e n t medium f o r recommendations
f o r changes i n t h e r u l e s and r e g u l a t i o n s g o v e r n i n g t h e
entire college.
5.
I t has t h e a u t h o r i t y t o r a i s e revenue f o r i t s f u n c t i o n s .
6.
I t s h a l l make a l l laws necessary t o c a r r y o u t t h e a f o r mentioned powers v e s t e d i n t h e c o n s t i t u t i o n .
7. To c r e a t e committees as deemed necessary f o r t h e e f f e c t i v e
o p e r a t i o n o f t h e S t u d e n t Senate.
8.
I t s h a l l draw up and approve a budget f o r t h e d i s t r i b u t i o n
o f s t u d e n t a c t i v i t y funds t o o r g a n i z a t i o n s , c l u b s , f r a t e r n i t i e s , and s o r o r i t i e s under procedures e s t a b l i s h e d
by t h e Board o f T r u s t e e s .

- 10 -

�WEST SHORE COMMUNITY COLLEGE
Academic and S t u d e n t S e r v i c e s
Job D e s c r i p t i o n
C o o r d i n a t o r o f Placement and F i n a n c i a l A i d s
I.

THE COORDINATOR OF FINANCIAL AIDS AND PLACEMENT AT WEST SHORE
COMMUNITY COLLEGE SHALL BE RESPONSIBLE TO THE DIRECTOR OF ADMISSIONS AND COUNSELING AND TO THE DEAN OF ACADEMIC AND STUDENT
SERVICES, AND SHALL BE RESPONSIBLE FOR:
FINANCIAL AIDS:
A.

S e r v i n g as the d e s i g n a t e d f i n a n c i a l a i d s o f f i c e r o f t h e
C o l l e g e i n d e a l i n g w i t h a l l i n d i v i d u a l s and agencies p r o v i d i n g s t u d e n t f i n a n c i a l a i d s i n t h e form o f s c h o l a r s h i p s ,
l o a n s , g r a n t s , and w o r k s t u d y monies.

B.

Develop and r e v i e w f i n a n c i a l a i d a p p l i c a t i o n s and forms
used i n t h e a d m i n i s t r a t i o n o f a i d programs.

C.

E s t a b l i s h o f f i c e r o u t i n e s and procedures t o be used i n
m a i n t a i n i n g and s t o r i n g r e c o r d s .

D.

Review a p p l i c a t i o n s f o r f i n a n c i a l a i d and e v a l u a t e
need f o r f i n a n c i a l a s s i s t a n c e .

E.

S e l e c t a p p l i c a n t s t o whom a i d w i l l be awarded.

F.

Determine t h e amount o f a i d t o be awarded t o each a p p l i c a n t
selected.

G.

N o t i f y s u c c e s s f u l a p p l i c a n t s o f t h e amounts and t h e forms o f
f i n a n c i a l a i d awarded them.

H.

N o t i f y u n s u c c e s s f u l a p p l i c a n t s as t o why t h e a p p l i c a t i o n s
were d e n i e d and suggest a l t e r n a t e means o f m e e t i n g expenses.

I.

Report t o t h e Business O f f i c e t h e amount and forms o f each
award made and a u t h o r i z e t h e disbursement o f f i n a n c i a l a i d
funds.

J.

Counsel p r o s p e c t i v e and e n r o l l e d s t u d e n t s r e g a r d i n g
c o l l e g e f i n a n c i a l a i d program.

the

K.

Working c l o s e l y w i t h s t a f f and f a c u l t y t o keep them
o f c u r r e n t f i n a n c i a l a i d s b e n e f i t s and p r o c e d u r e s .

apprised

L.

I s s u i n g p u b l i c i t y on t h e f i n a n c i a l a i d s program t o t h e
media.

M.

A c t i v e l y s e e k i n g and c o n t a c t i n g p o t e n t i a l donors t o e x p l a i n
t h e a i d program, methods o f g i v i n g , and e n c o u r a g i n g t h e i r
f i n a n c i a l support.
- 11 -

the

various

�-2Job D e s c r i p t i o n
C o o r d i n a t o r o f Placement
and F i n a n c i a l A i d s
N.

Making a p p l i c a t i o n t o p a r t i c i p a t e i n t h e f e d e r a l and s t a t e
funded f i n a n c i a l a i d program.

0.

Making t h e necessary r e p o r t s t o t h e i n s t i t u t i o n ,
donors and s t a t e and f e d e r a l a g e n c i e s .

P.

E s t a b l i s h i n g and c h a i r i n g t h e F i n a n c i a l A i d Committee
whose r e s p o n s i b i l i t y i s t o e s t a b l i s h g u i d e l i n e s , p r o cedures and p h i l o s o p h i e s o f t h e f i n a n c i a l a i d program.

Q.

P u b l i s h a f i n a n c i a l a i d b r o c h u r e w h i c h w i l l be used t o
e x p l a i n and promote t h e a i d program.

R.

P e r f o r m t h e v a r i o u s d u t i e s as r e q u i r e d by t h e v a r i o u s
s t a t e and f e d e r a l agencies i n a d m i n i s t e r i n g t h e f i n a n c i a l
a i d programs.

S.

Any o t h e r r e s p o n s i b i l i t i e s a s s i g n e d by t h e Dean o f Academic
and Student S e r v i c e s o r t h e D i r e c t o r o f Admissions and
Counseling.

private

JOB PLACEMENT:
A.

To secure and keep on f i l e a complete r e c o r d o f t h e e d u c a t i o n
e x p e r i e n c e , and p e r s o n a l q u a l i f i c a t i o n s o f each person r e g i s t e r e d w i t h t h e Placement O f f i c e .

B.

To d i s c o v e r and make a v a i l a b l e i n f o r m a t i o n c o n c e r n i n g
p o s i t i o n s w h i c h a r e open and f o r w h i c h s t u d e n t s a r e
q u a l i f i e d , on o r o f f campus i n c l u d i n g t h e w o r k / s t u d y program.

C.

To t r a n s m i t c o p i e s o f r e c o r d s t o employing o f f i c e r s a t t h e i r
request, or a t t h e request o f t h e candidates.

D.

To schedule on-campus v i s i t s f o r r e p r e s e n t a t i v e s
i n d u s t r y , and e d u c a t i o n .

E.

To conduct seminars and e d u c a t i o n a l

F.

To a c t as a c e n t e r

G.

C o n t a c t i n g p o t e n t i a l employers t o a r r a n g e scheduled r e c r u i t i n g
dates i n t h e F a l l .

H.

A r r a n g i n g f o r s p e c i a l company r e c r u i t e r s a t t i m e s o t h e r
t h e scheduled v i s i t a t i o n d a t e s .

I.

P r o v i d i n g p o t e n t i a l employers w i t h i n f o r m a t i o n c o n c e r n i n g j o b
applicants.

f o r occupational

- 12 -

o f business,

programs f o r work.
placement i n f o r m a t i o n .

than

�-3Job D e s c r i p t i o n
C o o r d i n a t o r o f Placement
and F i n a n c i a l A i d s
J.

C o u n s e l i n g f u l l - t i m e s t u d e n t s on placement o p p o r t u n i t i e s
o r problems.

K.

C o o p e r a t i o n w i t h t h e t e c h n i c a l area f a c u l t y i n t h e s e l e c t i o n
o f s u i t a b l e a p p l i c a n t s f o r jobs, o r s u i t a b l e jobs f o r student
applicants.

L.

C o o r d i n a t i o n o f placement c o n t a c t s
t o s t u d e n t s and employers.

M.

Development o f f o l l o w - u p program and
Placement O f f i c e .

N.

C o o r d i n a t i n g t h e r e l a t i o n s h i p s between West Shore Community
C o l l e g e and t h e U n i t e d S t a t e s Employment S e r v i c e w i t h a view
t o f u l l u t i l i z a t i o n o f t h e m u t u a l c o n t r i b u t i o n each o f t h e s e
agencies can make t o t h e v o c a t i o n a l c o u n s e l i n g and
occupational
adjustment of students.

0.

Refer c i t i z e n r y n o t e l i g i b l e f o r the West Shore C o l l e g e P l a c e ment O f f i c e s e r v i c e s t o p r o p e r p u b l i c s e r v i c e a g e n c i e s , such
as t h e M i c h i g a n Employment S e c u r i t y Commission.

P.

P r o v i d e a placement handbook f o r those s t u d e n t s who use t h e
placement s e r v i c e s .
The placement handbook w i l l a d v i s e s t u dents c o n c e r n i n g such m a t t e r s as l e t t e r w r i t i n g , t h e a p p l i c a t i o n
l e t t e r , i n t e r v i e w i n g , p e r s o n a l resume c o n s t r u c t i o n , f a c t o r s
t o c o n s i d e r b e f o r e a c c e p t i n g a p o s i t i o n , and e t h i c s p e r t a i n i n g t o placement.

Q.

N o t i f y c o l l e g e department heads o f j o b o p p o r t u n i t i e s
students i n t h e i r r e s p e c t i v e departments.

R.

Post a l l i n t e r v i e w schedules o f r e c r u i t e r s who are coming
t o t h e campus so t h a t s t u d e n t s may s i g n up f o r a p p o i n t m e n t s .

S.

Recommend forms f o r t h e c o l l e c t i o n o f placement i n f o r m a t i o n
and such o t h e r forms as s h a l l be r e q u i r e d f o r t h e p r o p e r
c o o r d i n a t i o n o f t h e Placement Program.

T.

Develop Placement O f f i c e r e g u l a t i o n s t o serve as
for a l l students.

U.

Seminars on placement w i l l be scheduled f o r each department
and conducted by t h e Placement O f f i c e r

V.

The Placement O f f i c e w i l l serve as a r e f e r r a l source f o r
t h o s e businesses n o t coming t o t h e campus t o i n t e r v i e w .

W.

To c o o r d i n a t e , o r g a n i z e , and
placement program.
- 13 -

t o achieve t h e b e s t

service

an annual r e p o r t o f

the

for

guidelines

p u b l i c i z e the high school job

�Job D e s c r i p t i o n
C o o r d i n a t o r o f Placement
and F i n a n c i a l Aids

X.

-4-

Any o t h e r r e s p o n s i b i l i t i e s assigned by t h e Dean o f Academic
and Student S e r v i c e s o r t h e D i r e c t o r o f Admissions and
Counseling.

CAREER DEVELOPMENT:
A.

P l a n n i n g and a d m i n i s t e r i n g t h e C o l l e g e c a r e e r development
program.

B.

Develop and implement those programs designed t o a s s i s t
t h e s t u d e n t i n a r r i v i n g a t an o c c u p a t i o n a l , v o c a t i o n a l ,
and c a r e e r c h o i c e .

C.

Counseling

D.

A d v i s i n g and programming c a r e e r s t u d i e s s t u d e n t s .

E.

Working c l o s e l y w i t h t h e c o u n s e l i n g s t a f f i n d e v e l o p i n g
a t o t a l c o u n s e l i n g program.

F.

P r o v i d i n g o c c u p a t i o n a l i n f o r m a t i o n and m a i n t a i n i n g u p - t o date o c c u p a t i o n a l f i l e s .

G.

Developing a "Career Development" course w h i c h may become
a p a r t o f t h e C o l l e g e c u r r i c u l u m . Teaching t h e course as
a p a r t o f j o b d e s c r i p t i o n , as demand f o r course becomes
evident.

H.

Any o t h e r r e s p o n s i b i l i t i e s assigned by t h e Dean o f Academic
and Student S e r v i c e s o r t h e D i r e c t o r o f Admissions and
Counseling.

s t u d e n t s , a l u m n i , and area r e s i d e n t s .

- 14 -

�WEST SHORE COMMUNITY COLLEGE
Academic and Student Services
Job Description
Coordinator of General Education

THE COORDINATOR OF GENERAL EDUCATIN SHALL BE
RESPONSIBLE TO THE DEAN OF ACADEMIC AND STUDENT
SERVICES FOR:
A.

Working i n an advisory capacity with Divisional Chairmen in assisting in the establishment of c u r r i c u l u m
p r i o r i t i e s for their division.

B.

Working with individual faculty members of faculty
teams planning new courses which incorporate various
learning strategies.

C.

Assisting faculty members and teams in revising
present courses.

D.

Assisting i n planning and conducting in-service and
pre-service faculty orientation for f u l l - and part-time
faculty.

E.

Maintaining professional relations with other educational institutions i n the area of instructional development.

F.

Making an annual report to the Dean of Academic and
Student Services on the state of instructional development at the college.

G.

Working with the coordinator of occupational studies
to see that there is some coordination between the
various divisions both technical and academic.

�WEST SHORE COMMUNITY COLLEGE
Academic and Student S e r v i c e s
Job D e s c r i p t i o n
D i v i s i o n a l A f f a i r s Council

THE DIVISIONAL AFFAIRS COUNCIL SHALL BE RESPONSIBLE TO
THE COORDINATOR OF GENERAL EDUCATION AND ITS FUNCTIONS
IS AS FOLLOWS:
A.

The f u n c t i o n o f t h e D i v i s i o n a l C o u n c i l i s t o
a d v i s e and a s s i s t t h e I n s t r u c t i o n a l Deans i n
the c o o r d i n a t i o n o f a d m i n i s t r a t i v e
policies
and p r o c e d u r e s .

B.

Members w i l l be t h e D i v i s i o n a l Chairmen and
any o t h e r members d e s i g n a t e d by t h e i n s t r u c t i o n a l Deans.

�WEST SHORE COMMUNITY COLLEGE
Job D e s c r i p t i o n
A c t i n g D i v i s i o n a l Chairman
I.

THE ACTING DIVISIONAL CHAIRMAN SHALL BE RESPONSIBLE TO
THE ACADEMIC AND STUDENT SERVICES DEAN AND SHALL BE RESPONSIBLE FOR:
A.

A s s i s t i n g t h e Academic and Student S e r v i c e s Dean w i t h
academic course r e v i s i o n s and development.

B.

P r e p a r i n g t h e d i v i s i o n a l schedule o f c l a s s e s and room
assignments and c o o r d i n a t i n g t h i s schedule w i t h t h e
o t h e r d i v i s i o n a l chairmen.
( S u b j e c t t o t h e Deans
approval.)

C.

P r e p a r i n g t h e d i v i s i o n ' s budget p r o p o s a l .

D.

A s s i s t i n g i n t h e e v a l u a t i o n o f f u l l - and p a r t - t i m e s t a f f .

E.

Coordinating t h e i n - s e r v i c e education w i t h other d i v i s i o n a l
chairmen.

F.

S e r v i n g as a member o f t h e D i v i s i o n C o u n c i l .

G.

C o n s u l t a t i o n w i t h new s t a f f members.

- 17 -

�WEST SHORE COMMUNITY COLLEGE
Job

Description
Faculty

INSTRUCTORS OF WEST SHORE COMMUNITY COLLEGE SHALL BE
ACCOUNTABLE TO THEIR RESPECTIVE DEAN AND SHALL BE
RESPONSIBLE FOR:
A.

Giving
i n s t r u c t i o n i n accordance w i t h t h e s t a t e d
p h i l o s o p h y and o b j e c t i v e s o f t h e c o l l e g e and i n
a c c o r d w i t h e s t a b l i s h e d and approved course
o u t l i n e s . F a c u l t y members s h o u l d a c q u a i n t a l l
s t u d e n t s w i t h course r e q u i r e m e n t s d u r i n g t h e f i r s t
week o f each t e r m and p r o v i d e each s t u d e n t w i t h
p e r i o d i c evaluations o f h i s progress.

B.

To meet on t i m e and r e g u l a r l y conduct a l l c l a s s
assignments, announce f a c u l t y and/or d i v i s i o n
meetings and a s s i g n e d committee m e e t i n g s .

C.

To schedule and m a i n t a i n 35-40 hours o f on-campus
work ( c l a s s e s , o f f i c e h o u r s , committee work, e t c . )
each week.

D.

To be on d u t y d u r i n g t h e academic s c h o o l y e a r as
d e t e r m i n e d by o f f i c i a l a c t i o n o f t h e Board o f
Trustees.

E.

To s t u d y t h e p o l i c y handbook and abide by i t s r e g u lations .

F.

To keep h i s c r e d e n t i a l s c u r r e n t and on f i l e i n t h e
o f f i c e s o f t h e Deans o f I n s t r u c t i o n .

G.

To m a i n t a i n a c c u r a t e s c h o l a s t i c and a t t e n d a n c e r e c o r d s
o f s t u d e n t s e n r o l l e d i n c l a s s e s and submit r e p o r t s
a c c o r d i n g t o schedule t o t h e R e g i s t r a r ' s o f f i c e .

H.

To c o o p e r a t e w i t h a l l t h e s t a f f and a d m i n i s t r a t i o n i n
carrying out a l l operative functions o f the college.

I.

To a s s i s t t h e a d m i n i s t r a t i o n i n a s s i g n e d r e g i s t r a t i o n
duties.

J.

To assume any s p e c i a l d u t i e s a s s i g n e d by t h e Deans o f
I n s t r u c t i o n o r t h e i r designated representatives.

- 18 -

�Job D e s c r i p t i o n
Faculty (continued)
K.

To r e p o r t a l l i r r e g u l a r i t i e s , q u e s t i o n s , o r problems
c o n c e r n i n g i n s t r u c t i o n t o t h e Deans o f I n s t r u c t i o n .

L.

To r e p o r t t o t h e o f f i c e o f Dean o f Academic and Student
S e r v i c e s problems i n v o l v i n g s t u d e n t s which need s p e c i a l
c o n s i d e r a t i o n f o r o t h e r t h a n academic d e f i c i e n c i e s .

M.

To e s t a b l i s h o f f i c e hours f o r s t u d e n t c o n s u l t a t i o n and
p o s t these hours i n o r d e r t h a t t h e y may be e a s i l y seen
by s t u d e n t s .

N.

To n o t i f y t h e o f f i c e o f Dean o f Academic and Student
Services o f a l l students having s c h o l a s t i c or counseling
problems.

0.

To c o u n s e l s t u d e n t s c o n c e r n i n g problems t h e y may p r e s e n t .

P.

To emphasize t o a l l s t u d e n t s t h e importance o f prompt,
r e g u l a r , and c o n t i n u o u s s t u d y .

Q.

To serve as f a c u l t y a d v i s o r and/or chaperone t o a
s t u d e n t o r g a n i z a t i o n when c a l l e d upon.

R.

To recommend l e a r n i n g media m a t e r i a l and necessary
t e x t b o o k s o r media changes i n c o n s u l t a t i o n w i t h t h e
Respective Deans.

S.

To a t t e n d u n i v e r s i t y o r i n d u s t r i a l c l a s s e s , i n s t i t u t e s
and seminars i n o r d e r t o s t a y a b r e a s t o f e d u c a t i o n a l
and/or i n d u s t r i a l developments and d i s c o v e r i e s .

T.

To p a r t i c i p a t e i n t h e Commencement Day e x e r c i s e s i n
academic d r e s s , u n l e s s p r e v i o u s l y excused by t h e
President.

U.

To a t t e n d and s u p p o r t c o l l e g e sponsored a c t i v i t i e s t o f o s t e r
l i a i s o n w i t h h i g h s c h o o l and c o l l e g e t e a c h e r s i n s i m i l a r s t u d y areas
To p e r f o r m d u t i e s and assume r e s p o n s i b i l i t i e s as
assigned by t h e c o l l e g e a d m i n i s t r a t i o n .

V.

- 19 -

�WEST SHORE COMMUNITY COLLEGE
Academic and Student Services
Job Description
Secretary to the Dean of Academic and Student Services

THE SECRETARY SHALL BE RESPONSIBLE TO THE DEAN OF
ACADEMIC AND STUDENT SERVICES AND SHALL BE RESPONSIBLE FOR:
A.

General Office duties as:
1.
office organization and upkeep;
2. typing, filing, and operating office machines;
3. opening, placing in p r i o r i t y order, and stamping
m a i l with date;
4. sharing peak work loads with other secretaries;
5. handling Dean's dictation and correspondence; and
6. answering office telephone.

B.

Secretary to one or more committees.

C.

Preparing and filing with the Business Office the following:
1.
expense accounts
2. vehicle requests
3. requisitions
4. reporting completed purchase orders
5. reporting absenteeism (faculty and secretary)

D.

To assist the Dean in completing the following areas:
1.
preparing contractural amounts for faculty for submission to the Business Office;
2. handling academic teacher applications and correspondence and filing of same;
3. supervision of Academic faculty secretary, handling
faculty correspondence, and general coordination of
all faculty work requests;
4. coordinate room schedules and faculty schedules;
5. assist with the divisional budget; and
6. complete state forms - Department of Education.

E.

To coordinate lunch and break times with other administrative
personnel.

F.

Performing other duties as assigned by the Dean.

- 20 -

�WEST SHORE COMMUNITY COLLEGE
I n s t r u c t i o n a l Media Center
Job D e s c r i p t i o n
D i r e c t o r ' s Secretary
I.

THE SECRETARY SHALL BE RESPONSIBLE TO THE DIRECTOR OF
THE INSTRUCTIONAL MEDIA CENTER AND SHALL BE RESPONSIBLE
FOR:
A.

General O f f i c e d u t i e s as f i l i n g , t y p i n g , o p e r a t i n g
o f f i c e machines f o r t h e D i r e c t o r and t h e C o o r d i n a t o r .

B.

R e c e i v i n g , s o r t i n g , and d i s t r i b u t i n g m a i l each day.

C.

Answering o f f i c e t e l e p h o n e , and h a n d l i n g r o u t i n e
correspondence.

D.

T y p i n g and p r o c e s s i n g o r d e r r e q u i s i t i o n s , and h a n d l i n g
a l l budget account t r a n s a c t i o n s .

E.

Checking i n a l l m a t e r i a l s and equipment f o r L i b r a r y
and A-V areas.

F.

O r d e r i n g and s c h e d u l i n g f i l m r e n t a l s f o r f a c u l t y and
staff.

G.

S c h e d u l i n g use o f A-V equipment f o r f a c u l t y and s t a f f .

H.

Purchasing s u p p l i e s .

I.

A d h e r i n g t o p o l i c i e s as adopted by t h e Board o f T r u s t e e s .

J.

P e r f o r m i n g o t h e r d u t i e s as assigned by t h e D i r e c t o r .

- 21 -

�WEST SHORE COMMUNITY COLLEGE
Academic and Student S e r v i c e s
Job D e s c r i p t i o n
Admissions/Student S e r v i c e s S e c r e t a r y
THE SECRETARY SHALL BE RESPONSIBLE TO THE DIRECTOR OF
ADMISSIONS AND COUNSELING AND SHALL BE RESPONSIBLE FOR:
A.

S e r v i n g as t h e admissions
1.
2.
3.

secretary f o r the College.

I m p l e m e n t a t i o n and r e f i n e m e n t o f procedures f o r
the e f f i c i e n t processing o f a p p l i c a t i o n s f o r
admissions;
Determination o f a c c e p t a b i l i t y o f applicants,
based on C o l l e g e s t a n d a r d s and p h i l o s o p h i e s ,
and n o t i f i c a t i o n o f a p p l i c a n t s .
P e r f o r m i n g those d u t i e s deemed necessary by
the admissions c o u n s e l o r .

B.

Performing s e c r e t a r i a l d u t i e s w i t h i n student personnel
s e r v i c e s as deemed necessary.

C.

P e r f o r m i n g d u t i e s and assuming r e s p o n s i b i l i t i e s as
assigned by t h e Dean o f Academic and Student S e r v i c e s .

- 22 -

�WEST SHORE COMMUNITY COLLEGE
Academic and S t u d e n t S e r v i c e s
Job D e s c r i p t i o n
Career Development and Placement

Secretary

THE SECRETARY SHALL BE RESPONSIBLE TO THE COORDINATOR OF
PLACEMENT AND FINANCIAL AIDS AND SHALL BE RESPONSIBLE FOR:
A.

Making and r e c e i v i n g t e l e p h o n e c a l l s f r o m s t u d e n t s and
employers, answering q u e s t i o n s o r g i v i n g i n f o r m a t i o n about
j o b openings o r s t u d e n t s l o o k i n g f o r employment o r Career
Development i n f o r m a t i o n .

B.

T a k i n g d i c t a t i o n and t y p i n g l e t t e r s o f correspondence,
t y p i n g placement forms and b r o c h u r e s d e a l i n g w i t h p l a c e ment and j o b i n f o r m a t i o n .

C.

Keeping a l l r e c o r d s and accounts on annual r e p o r t s f o r t h e
CDP O f f i c e . A l s o c o m p i l i n g i n f o r m a t i o n on a l l r e p o r t s
i n c l u d i n g m i l e a g e , annual s u r v e y s , and f o l l o w - u p s u r v e y s ,
m o n t h l y r e p o r t s t o s t a t e . Must be a b l e t o s o r t , f i l e ,
and r e t r i e v e , check, compute, v e r i f y , and d i s t r i b u t e t h i s
data.

D.

P r o d u c i n g forms and e a r r i n g o u t a l l c l e r i c a l work on f o l l o w up o f s t u d e n t s upon g r a d u a t i o n from West Shore Community
College.

E.

Managing CDP O f f i c e i n absence o f c o o r d i n a t o r and making
d e c i s i o n s on r o u t i n e m a t t e r s r e g a r d i n g j o b placement.

F.

M a i n t a i n i n g t h e Career Development and Placement f i l e s ,
i n c l u d i n g o c c u p a t i o n a l i n f o r m a t i o n f o r s t u d e n t use.

G.

S e r v i n g as t h e F i n a n c i a l A i d s s e c r e t a r y f o r t h e C o l l e g e ,
i n c l u d i n g a l l c l e r i c a l d u t i e s deemed necessary by t h e
coordinator.

H.

P e r f o r m i n g o t h e r d u t i e s as deemed necessary by t h e Dean.

- 23 -

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