APCE Coordinator

Primary Purpose

To serve as a point of contact for individuals seeking assistance and services from the Adult and Pre-College Education program (APCE). Perform a variety of tasks in support of student learning and monitoring student and program progress. Accurately update state data tracking system for student outcomes. Track and document student and program successes through the use of state and college tracking software and the administration of standardized testing so that program may stay in WIOA Title II compliance. Provide general information and initial referral services.

Description of Essential Functions

Title II and Career Pathways Program Assistance (50% of Time)

• Greet and inform the public about the services of the Adult and Pre-College Education (APCE) and Career Pathways programs. Coordinate information and assist students in accessing and using resources including program applications and services.
• Assist with all steps of the registration process including: in-person registration, web registration, grades, GPA and class information, release and/or restrict information, data change requests, add/drops, wait list, prerequisite waivers, instructor consent, program codes, placements scores, and course challenge requests.
• Answer phone calls/emails regarding APCE program information.
• Run new student orientation for the APCE program.Assist with all steps of the registration process for APCE students including: in-person registration, web registration, class information, release and/or restrict information, data change requests, add/drops, program codes, placements scores, and course challenge requests.
• Assist with all steps of the registration process including: in-person registration, web registration, grades, GPA and class information, release and/or restrict information, data change requests, add/drops, wait list, prerequisite waivers, instructor consent, program codes, placements scores, and course challenge requests.
• Maintain FERPA compliance for all aspects of student records including attendance, account information, billing, progress, and course completion.
• Work with and maintain confidential student information regarding referrals from community partners including but not limited to: correctional facilities, alternative youth programs, incarcerated youth programs, parole and probation, and the Department of Human Services. Communicate with these community partners regarding their clients while maintaining students’ FERPA rights.
• Assist in the administering of official GED practice tests and various other tests and assessments as required. Act as liaison for all off-campus learning sites including Curry sites. Provide information to students regarding test results.
• Monitor student activity for the main classrooms and student study areas. Be available for student and staff questions.
• Proactively identify barriers to GED® completion and provide resources, referrals, and solutions.
• Provide supportive services to support academic persistence and attainment of a GED®.
• Contact students who miss class and assist them with overcoming their barriers so that they return to class and complete their GED®.
• Serve as an advocate for participants in their efforts to navigate campus and overcome institutional barriers toward completion.
• Assist APCE director in financial recordkeeping including, but not limited to, budget reconciliation, travel forms, and requisitions. Establish and maintain records and confidential files in accordance with contract requirements and the college. Provide administrative support to APCE faculty and staff.
• Assist with the writing of the Title II Grant and supplemental grants when available.

• Provide database management for the Oregon WIOA student reporting data system by developing and managing the data forms system that includes entry/exit data and testing data. Compile data for quarterly reporting and submit accurate reports in a timely manner to the state.
• Continuously update information that reflects when standards and benchmarks are reached. Monitor student progress via Oregon’s WIOA student reporting data base system.
• Train new APCE staff and instructors and update training for staff and instructors on data reporting systems at all sites on an ongoing basis to ensure quality data.
• Create reports for administrators so that they may better understand trends. Provide individual student information for instructors on learning levels and benchmarks reached. Provide learning levels achieved information to partners on an individual basis as requested.
• Administer CASAS assessments.
• Responsible for creating, revising and maintaining both manual and computer record keeping systems (including spreadsheets, database, and special student information systems reports).
• Report program progress and assist with the evaluation of program data outcomes including all off campus sites.

• Actively contributes to a work environment that embraces diversity and diverse perspectives and builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect. Facilitates change within a cooperative, committed culture.
• Collaborates with Workforce partners, both internal & external. Provides leadership to partnerships directly related to the instructional goals for participants.
• Actively promotes, encourages, and supports staff development, excellence, and program improvement efforts.

Required Knowledge, Skills and Abilities

• Ability to perform data entry and access various files in college-wide information system, word processing, and spreadsheet applications. Exhibit a high level of computer literacy, sufficient to use software programs such as word processing, spreadsheets, and databases to produces correspondence, documents, brochures, flyers, and reports. Accuracy in database management is essential.
• A level of computer literacy sufficient to produce correspondence, document, and reports as required by the position and the ability to access student information for the purpose of registration and keeping student records.
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter. Ability to effectively communicate orally with groups and/or individual, and deal with peers, the public and the community in a positive, empathetic and professional manner.
• Knowledge of resources available to APCE students.
• Ability to work effectively with populations representing diverse social, economic, cultural, ideological and ethnic backgrounds, life experiences and abilities, including community members, students, faculty, and staff.
• Ability to follow established procedures and work independently to accomplish those procedures.
• Strong time management skills to support efficient work production and meet deadlines.
• Ability to maintain confidentiality and adhere to all federal, state, and college policies regarding student information.
• Ability to consistently convey a pleasant and helpful attitude by using excellent interpersonal and communication skills to control sometimes stressful and emotional situations. Requires sufficient communication and human relations skills to resolve complaints/issues, defuse anger, and convey messages.
• Knowledge of basic bookkeeping/accounting procedures and computer applications of these procedures.
• Ability to read, review, understand and apply concepts presented in training programs, conferences, federal regulations, professional literature and other related materials.
• Knowledge of general office procedures with knowledge of safe and effective operation of standard office equipment and ability to follow safety procedures and maintain work area in a clean and orderly manner.

• Bachelor’s degree from an accredited institution.
• Experience with high school and/or non-traditional populations.
• Experience with database systems.

Additional Job Information

Southwestern Oregon Community College only accepts applications through this online application system. We want you to be successful in applying with us. We highly encourage you to complete and submit your application in advance of the deadline.

For assistance with this, please email hr@socc.edu. For technical assistance with your application, please call (855) 524-5627.

Please note: We recognize that our application process can be lengthy, so before you begin, please read all of the stated requirements to determine if you meet them. Applicants must meet all of the stated minimum/special qualifications and additional requirements to be considered for this position. Based on your responses to the qualifying questions, the system may automatically screen you out from further consideration.

Required documents must be provided at the time of application. Please remove any personal information such as photographs, date of birth, gender, social security number, and other protected information from your documents. Documents containing protected information will be considered incomplete. Incomplete applications will not be considered.

Positions are subject to budget consideration and approval. For the candidate who is hired into this position, salary placement will be based on guidelines in administrative policies and procedures or collective bargaining agreements (as applicable). For this reason, please be sure to include everything in your application that you want the college to consider towards placement.

The college does not sponsor employees in the visa application process if they intend to use this as their means to work in the United States. This means that all required work visas must be in place and supported by appropriate evidence to be employed by Southwestern.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

• MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
• Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
  • You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records/

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