Transcription

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

2 !"#$$$&'()*&+,'-.)$/" '0#""' *,/00&,3#/,6+&>#*7#=)/&F571&=,75+&#/E8&)1/532&#$&FHI&J34*)/+&-E&K<E N"'#O3#0,0M,'?:/')&D,?(/&-(/)*+,-./A&)/+3,7/)(01(7+/G*7(?/&-/*/76*>(/&A/H!H/,-?,6*+,-./+3( >&<(7+/)*+,-./*-?/HIH/,-?,6*+,-./+3(/3,.3(7+/)*+,-.J >&(1-9 B"(&.

3 Planning and Budget Rubric Request Title Name of Requester Number:!"#$$"&'()*!$+,$-#,-./0#'$ /0&5.#$5."6725$"&'1"&#25893"&$"/:2/#'$&2/#./,,;6</&$"331"&#25-2=$5"33 5"#./021#'$5$+,$-#"/>,-$#' 6!"#$&'( './012( /( /(A64(0=1(!5/8>9( #>91:7>4( ( ( ( #&)$*&)"( ((((((((((((((((+(((((((((((((((((((((((((((((((((((((,(((((((((((((((((((((((((((((((((((((((-!$+,$-# ( 95:;17#2#'$-?-#$; #.$-6!$+,$-#.-/621<=>0( 95:;17#2#'$-?-#$; #.$-./0$/$5"36 ((((((((((((((((+(((((((((((((((((((((((((((((((((((((,(((((((((((((((((((((((((((((((((((((((-!$+,$-#.-/046:?9.( 95:;17#2#'$*233$0$ 95:;17#2#'$*233$0$ 02"3-"/>95.25.#.$-6 ( ((((((((((((((((+(((((((((((((((((((((((((((((((((((((,(((((((((((((((((((((((((((((((((((((((-!$+,$-#.-:60(95:;17(#2 #'$-?-#$;95.25.#.$-6!$+,$-#5/(:60(95:;17#2 #'$*233$0$02"3-"/> #.$-6 "//1//21:0(B>0>(06( 'CDD640(0=1(&1EC1/0( )22175>8.( H1>90=(>:7('>A10.( I1J19(6A()2D>80( K*&"II(&>05:?( A/"3?-.-21#'$ "--$--;$/#>"#" B&2,5-$8>$9"5#;$/#8,/.#C5$13$&#-"/046:?( :1176 A/"3?-.-21#'$ "--$--;$/#>"#" B&2,5-$8>$9"5#;$/#8,/.#C5$13$&#-":1176 ( ((((((((((((((((+(((((((((((((((((((((((((((((((((((((,(((((((((((((((((((((((((((((((((((((((-!$+,$-#5$+,.5$ >01(>8056:( B4.#'./#'$1.-&"3?$"5C6!$+,$-#.-:60( >01@,#:117/ #2@$86:/571417( <50=5:(0=1(F51::5C2 B$606DEFEGDEFFC6 ( ((((((((((((((((+(((((((((((((((((((((((((((((((((((((,(((((((((((((((((((((((((((((((((((((((-!$+,$-#41EC541/( >8056:#2$/-,5$#'$ -"1$#?"/>H254$33I@$./0 21#'$*233$0$ &2/-#.#,$/#-6!$+,$-#'"-:6( /5?:5A58>:0(52D>802/ '$"3#'"/>-"1$#?21 *233$0$&2/-#.#,$/#-6 ( (((((((((((((((((+((((((((((((((((((((((((((((((((((((,((((((((((((((((((((((((((((((((((((((((-(!$+,$-#<599(>AA180" 9>4?1(:C2F1421 &2/-#.#,$/#-25#"50$#$> 929,3"#.2/6!$+,$-#<599(>AA180(#'$ 29$5"#.2/21" 71D>4021:0(25C:50G A/"3?-.-21>"#".-$.#'$5.:>71EC>01(25761/:60 /CDD640#'$5$+,$-#6!$+,$-#.-: >01"/>&"/F1( 86:/571417(>A014(#'$ &,55$/#F51::5C2G!$+,$-#'"-:652D>80 2/'$"3#'"/>-"1$#?21 *233$0$&2/-#.#,$/#-!$+,$-#4.33'"=$(:6(25( (1AA180(2/#'$ 29$5"#.2/21" >$9"5#;$/#25,/.#6 +((((((((((((((((((((((((((,((((((((((((((((((((((((((((-( (

4 !"#$$$&'()*&+,'-.)$/" '0#""'1233 B+(2 B+(2/N2&1-+ B"(&. K(-+()/,-/4*)+/BB/K$L/$$L/(+6JM

5 JUSTIFICATION FOR THE REDESCRIPTION OF THE POSITION Office Assistant III to Instructional Support Specialist During the past twelve years Windward Community College has undergone somedramatic changes in facilities and has seen a rise in the number of students being served. In 2001, the Media Center took over the operations of Duplication Services for the campus, thesame year we began providing daily equipment setup services to the new Campus Center. In 2005, we added a Hawaii Interactive Television System classroom to our distance learning capabilities, added videoconferencing, and have brought up a large working portion of thecampus CATV system that we now manage. With the completion of the new library facility our duplication services are now more visible to students and it would be desirable to expand our services to students on a fee basis. In addition to the significant increase in workload and responsibilities we have been responding to a qualitative change in the nature of instructional support that we provide. Our field has become increasingly digitally driven and the skill set that is currently required of all our staff, from the Media Coordinator to the student assistants has become more sophisticated and reliant on the personal mastery of specialized computer software. Faculty, especially, arelooking to the Media Center to support the complex aspects of adding interactivity to multimediaand web based materials in their instruction. Training needs on equipment use and the use ofmultimedia and web based software are on the rise and the amount of time spent on thedevelopment of instructional materials for the faculty and staff in the Media Center is currently rising as well. In order to meet the changes in the overall responsibilities it is necessary and desirable to look at the existing positions in the Media Center and the assignment of time spent on new or existing duties. The Media Specialist and the Electronics Technician have, out of necessity, had to expand their roles incorporate the changes. Expanding the role of the Office Assistant III position to take on additional duties to assist both the Media Specialist and the ElectronicsTechnician in any meaningful way has been hindered by the fact that it would require additionaltraining in technology support and entrepreneurial skills that are outside the scope of thisclassification. The role of an Office Assistant is simply insufficient to the needs of the center. While the purchasing, fiscal, record keeping, inventory management is still an important function for theunit, these functions have been somewhat simplified by computer technology are represent asmaller percentage of time for the Office Assistant than had been in previous decades. More critical to mission of the Media Center would be the expansion of the role of supervision ofstudent assistants and the addition of technical knowledge in order to be of greater assistance in the selection, specification and purchase of electronic equipment, as well as an increase in technical proficiency and knowledge in order to perform help desk function for commonly used instruction equipment and software. The very nature of the role of receptionist for this position has changed and what is needed for an instructional technology service is someone who can serve as First Point of Contact (FPOC) for phone, online, , and walk-in technology supportrequests and resolving issues at FPOC whenever possible, or assigning appropriate priority levelsand directing to the responsible staff. This level of service would require greater knowledge ofequipment and software issues than can be expected from an Office Assistant.

6 Finally it would be beneficial for this position to be able to take on greater responsibility for planning and supervising the operation of duplication services which includes duplication, large format printing, pre-press document preparation, document finishing services and electronic conversion/duplication services, and to maintain a technical documentation support for the entire unit. It would be especially useful to for this position to have the entrepreneurial and business skills to create additional services for WCC students that would be self-supporting. Thisincrease of scope, responsibilities and technical expertise justify a re-description of the position to Instructional Support Specialist. POSITION DESCRIPTION INSTRUCTIONAL SUPPORT SPECIALIST MEDIA CENTER, WINDWARD COMMUNITY COLLEGE I. INTRODUCTION This position is for the Media/Duplication Services of the Windward Community College(WCC). The MC is an academic support unit directly accountable to the Dean ofacademic Support for WCC. This position is under the general supervision of the Media Specialist. The personnel of themc&d consists of two general-funded permanent full-time staff and 2-4 student assistants. The academic support provided by the Media Services is in the area of curriculum development, principally: consultation on instructional delivery system design; consultation on media selection and utilization; design and production of instructional media; selection, acquisition and maintenance of audiovisual and duplication equipment; coordination of production projects;provision of cost/time estimates of production/acquisition for proposed projects; provision ofpertinent in-service development opportunities for instructional staff; provision of audiovisualsupport for instruction and college-connected special events; provision of duplication and binding services for instruction. The Media Services is also responsible for the integration oftechnology into instruction including telecommunications and distance learning. The Media Services manages telecommunication delivery systems such as closed circuit television, cableaccess, and the Hawaii Interactive Television System (HITS), The Media Services producesinstructional media such as video programming, graphics, publications, photography, multimediacomputer materials, and internet materials. The Media Services is involved in the production ofmajor College publications such as academic reports, informational brochures, marketing displays, large format graphics, and maintains the campus website and serves the entire campuswith duplication needs. The Media Specialist coordinates the Media Services and is responsiblefor the managing the Media Service s budget and assisting the administration with Collegeequipment budgets. The Media Specialist serves as a lead person for developing plans for educational technology and distance learning. The media production services provided are broadly categorized as: multimedia production, duplication, graphics, photography, video recording, audio recording and/or combinations ofthese. This position is necessary to provide support to the Media Specialist to accomplish such functions of the MC as outlined above, by: 1. Providing duplication services support including duplication, large format printing, pre-press document preparation, document finishing services and electronicconversion/duplication services, operating the help desk and serving as the initial contact for clients, overseeing the intake of jobs and the smooth workflow of the day-to-day operations. 2. Understanding and being adaptable to the nature of support for faculty, administrators,

7 students and others, which requires planning and developing original materials and often requiring independent judgment due to very little in the way of standard pre-cut procedures. 3. Supervision and training of student helpers. II. MAJOR DUTIES AND RESPONSIBILITIES. A. DUPLICATION SERVICE DUTIES: Because of increasing overlap between the copy services and digital technology the nature of theduplication service duties in the Media Center has become increasingly technical in nature. While office supplies inventories still need to be managed the effective purchasing of copy and electronic equipment require extensive experience and a solid working knowledge of technicalspecifications. The key contact person for an information technology service requires theknowledge and ability to field client s questions on media and print services and related information technology as well as provide on the spot equipment training and knowledge aboutcopy and print technology. The current clerk/receptionist cannot fulfill this role. A greater need in the Media Center has thus become the addition of personnel with the technical knowledge to fill this need and to oversee the growing area of reproduction services which include duplication, large format printing, pre-press document preparation, document finishing services and electronic conversion/duplication services. A. 1 OPERATIONS MANAGEMENT 1 First point of contact for the Duplication/Media services help desk, receives visitors, calls, incoming correspondence, reports, and work requests and inquiries from clients to provide walk-in technology support and to resolve issues at FPOC whenever possible. 2 Answers client technical questions as they relate to copy services, finishing capabilities, pre-press preparation, digital reproduction, electronic conversion, electronic duplication, document scanning, color copying, large format printing, and copyright restrictions. 3 Sets operating performance standards and monitors compliance in duplication services, printing services, publication services and electronic conversion and reproduction services, office procedures, and help desk services. 4 Develops or improves workflow procedures, implements procedures for increasing efficiency or improving quality control. 5 Monitors duplication jobs, document finishing jobs, complex print jobs, electronicconversions, and electronic duplication jobs from onset to completion; coordinates and initiates expediting actions. 6 Conceives, plans, and direct tasks to support duplication services, document finishing services, large format printing services, publication services, and electronic conversion and reproduction services. 7 Develops and administers programs and associated activities in specialized area ofresponsibility for managing duplication services, document finishing services, largeformat printing services, publication services, and electronic conversion and reproduction services. 8 Drafts operational guidelines, forms, checklist, logs, reports, quality control procedures, and other material for administration and operation of duplication services. 9 Resolves operational or administrative matters; revises or creates operational policies, procedures, and directives by preparing reports and justifications for actions to be taken by collecting and analyzing data. 10 Maintain electronic records of services performed by Duplication from the job orders, such as types of jobs performed, materials and equipment used, division and person requesting the service. Use data to determine priorities, supplies, and workflow needs. 11 Updates on-line web or database record keeping and inventories for Duplication services. 12 Prepares and maintain supplies inventories for rapid reordering of paper and supplies for Duplication. 13 Develops, implements and recommends changes, e.g. addition of operational controls; to program

8 policies and standard operating procedures to improve operations to achieve themost efficient and economical services as it relates to duplication services, documentfinishing and electronic duplication. 14 Uses knowledge of technology to maintain a library of technical documentation. 15 Responsible for monitoring the progress of publishing of text book materials for WCC classes; anticipates problems, e.g. copyright issues; major policy changes, e.g. university publication guidelines; expected affecting specialized area of copying, binding, and document preparation. 16 Executes a production cycle for publication of printed materials for classroom instruction on a semester basis.

9 A.2 SUPERVISION EXERCISED OVER OTHERS: 1. Supervising subordinate staff and/or student assistants in procedures, policies, job completion, quality control, and equipment operations. 2. Directs, supervises, hires and fires employees; establishes schedules and priorities to ensure that workflow is efficient. 3. Trains student assistants, faculty and staff in correct and specialty procedures in the useof duplication, document finishing equipment, large format printing, and electronicconversion or reproduction equipment. B. FISCAL SUPPORT & FINANCIAL MANAGEMENT 1. Prepares own requisitions for purchase/lease of paper, technical supplies and equipment, using the State price lists, on-line quotations, manufacturers' catalogs, audiovisualdirectories, or call or write vendors for data and quotations. Follow up with vendors on deliveries. 2. Answer complex questions of vendors concerning technical specifications for copy machines and finishing equipment to assure the purchase of equipment that meetsprogrammatic needs. 3. Controls expenditures by analyzing costs, obtaining competitive bids, evaluating costeffectiveness of lease and maintenance contracts, preparing reports, analyses trends in workloads, cost of services, makes recommendations related to all areas. 4. Responsible for fiscal accountability and documentation of procurement/acquisition, receipt, and issue records, e.g. leases on duplication equipment; as directed by pertinentuniversity policies and procedures and state and federal rules and regulations. Maintainsrecords of all expenditures and encumbrances processed. Post data from requisitions, purchase orders and direct payment documents. 5. Maintains accurate cost analysis for the production of materials for duplication and reproduction services; supervises or performs calculations of costs for services, preparesinvoices to charge for services. Handles cash transactions and subsequent record keeping. 6. Prepares, analyzes, and interprets the department s financial condition involving copy machine leases, duplication supply purchases, and duplication equipment replacement;monitors financial reports, e.g., budgeted expenditures; records, e.g. receiving reports;and reports significant changes to supervisor in compliance with University policies and procedures and state and federal rules and regulations. 7. Evaluates and makes recommendations on internal accounting controls, procedures and adherence to generally accepted accounting principles and management practices. 8. Reviews, analyzes, evaluates and develops short and long-range budget proposals, budgetrequests and proposed expenditure plans for duplication and related services. 9. Leads the revenue generating aspects of duplication services.

10 C. TECHNICAL, MEDIA AND FINISHING SERVICES Because of the varied range of client requests and the wide range of materials, equipment and techniques possible in doing a given job, certain skills, abilities and knowledge are required to accomplish the results as indicated below. This position deals directly duplication and mediacenter clients, entering when necessary, into preliminary discussion of problems related to work orders. These are publication problems such as availability of materials; knowledge ofsophisticated graphic software, spacing requirements for layouts; advice related to the kinds ofproduction available and the probable time requirements of the work which is being requested. This requires special knowledge of pre-press techniques, computer software, and basic principlesof layout design, graphic software, and equipment operation, calibration and maintenance. 1. Advises faculty and staff on technical issues pertaining to binding, large format printing, document preparation, signage, moderately complex flat art finishing techniques and services, electronic duplication. Creates technical documentation to support training, operating and establishing procedures for the use of specialized equipment. 2. Provides oversight and guidance in the production of large format graphics providing specifications for document preparation, setting color parameters on equipment, overseeing calibration for color and print accuracy of scanners, document servers and production equipment, overseeing calibration and production settings on AV equipmentused for electronic reproduction. 3. Develops and conducts relevant training sessions in the area of copy machine operation, document preparation for large format or color printing, electronic duplication equipmentoperation, document finishing and related equipment. 4. Receives training relative to publishing documents, publishing equipment, electronicduplication equipment and trends in document preparation, electronic reproduction and media conversion. 5. Communicates complex pre-press technical information to graphics or communication specialists responsible for developing campus publications and related materials. 6. Communicates and interprets complex technical specifications and recommendations to and with vendors in the purchase or lease of electronic equipment. 7. Creates digital layouts and output to large format printers, laser printers, and color printers; prepare documents for output to specialized formats. 8. Knowledge of basic care and maintenance of high volume and high-speed duplication and electronic reproduction equipment. Ability to trouble-shoot problems and perform general maintenance. 9. Knowledge of binding procedures, types and appropriate selection of binding for duplication jobs, ability to supervise, perform, or select appropriate cover materials for binding jobs. 10. Knowledge of large volume cutters, drill press, perfect binding, high volume folding and other specialized finishing equipment. Ability to trouble-shoot problems and performgeneral maintenance. 11. Knowledge of graphics printing software, ability to prepare complex graphics for outputto create signage, OH, banners, etc. using appropriate hardware (scanners, readers, etc.) and software. 12. Familiarity with general AV equipment use and operation, instructional media production materials and services, and basic equipment set-up and check-out procedures. 13. Troubleshoot simple problems with computer graphic software and printers. 14. Knowledge of internet web page creation software, the ability to transpose, create, modify and update simple web pages and simple web graphics.

11 OTHER DUTIES 32. Other duties as assigned. III. QUALIFICATION REQUIREMENTS FOR THE WORK The education, training and/or experience usually associated with acquiring the required knowledge skills and abilities for this position are: 1. Completion of a Baccalaureate college degree (preferably in Business or Finance), or 5 years or more experience running a small business(preferably in Service Industry); training in office management, understanding of inventories and fiscal management, knowledge ofcustomer service, use of other basic office equipment, training in operation of basic copy and print production equipment; training in techniques for producing print-based materials;training or experience with electronics and/or computer equipment, experience with audio visual materials production and equipment operation/purchasing. 2. Knowledge of general English grammar and spelling, arithmetic, operation and maintenance of office equipment; accounting experience, supervision and training, customer service, office practices and procedures. 3. Layout skills designing business letters, reports, and various information flyers, signs, and posters; being competent at choosing type style and size as may be required for variousmedia uses, such as, flyers, brochures, title pages for the printer. 4. Knowledge of standard operating procedures in inventory control, purchasing, accounting, and proper use of various standard forms pertinent to Duplication/Mediaoperations; experience developing and managing self-sustaining enterprises. 5. The ability to operate and administer copy, scan, and print systems, ability to provide as needed training on equipment use; knowledge of and dexterity in the application ofreproduction and finishing techniques. 6. The ability to make frequent decisions within this position when such is required; theability to fill in when Media Specialist is unavailable. 7. The knowledge, abilities and skills required to generate and maintain a harmoniousrelationship with clients of the MC/D while determining and solving their problems; theknowledge to answer or redirect technical, production, and computer software related inquires to the appropriate offices or individuals.

12 8 Able to establish positive relationships with student help while training and supervising them. 9. The knowledge or experience to follow up on or answer vendor's questions regarding technical specifications of equipment, media or electronic components when purchasing.