Program Specialist - Student Services
$52,329.00 - $64,357.00 Annually
DO Personnel Commission
8/22/2019 11:59 PM Pacific
Under general supervision, assists with the planning and implementation of student services, programs and events; assists new and current students with complex program information, enrollment and class scheduling; provides support to at-risk student populations; performs advanced administrative support including preparing and analyzing statistical data; assists with monitoring program compliance with federal, state and District policies, rules and regulations; and performs related duties as assigned.
Essential Duties & Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Provides input in selecting, training and providing day-to-day lead work guidance and direction to other program staff, tutors and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
- Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
- Facilitates the day-to-day operation of a student services program or department; participates in front-desk coverage, explains program or service processes, procedures, rules and guidelines and screens students for a variety of programs and services; assists students with understanding and completing applications and/or forms, program and matriculation requirements; assists students in accessing student services such as attending events and workshops, requesting accommodations, accessing materials and performing transfer and career research.
- Serves as the functional specialist for SARS database and program-specific electronic databases and programs; facilitates student, Counselor and staff use of systems and programs; tracks and inputs program statistical and student data into appropriate systems often requiring independent decision making on coding that impacts student success measures and program funding; tracks student ongoing eligibility for programs and notifies students regarding program status; prepares for review and submits statistical records and reports; assists in data collection for program audits.
- Screens student needs for Counselors and schedules student counseling appointments; independently performs research for Counselors and other faculty on specific student/department issues and programs and resolves routine issues; maintains a variety of office and student records and files often requiring data confidentiality; responds to subpoenas and public records requests following established guidelines.
- Assists with conducting studies and analyses to identify program enhancements and/or new programs and services and to evaluate the effectiveness of current programs; performs appointment audits, tracks cohort membership and may assist in assessing student area outcomes in applicable programs.
- Coordinates logistics for major events, including liaison with event participants, vendors and sponsors; works with other campus departments and facilities; orders food, materials and supplies; troubleshoots onsite, proactively resolving issues.
- Reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
- Coordinates and participates in program workshops; prepares and produces promotional materials including flyers, invitations, programs and publications; updates and maintains department or program website and social media accounts.
- Maintains and purchases inventory and supplies.
- Performs related duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES
- Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
- General principles, practices and techniques used in customer service, public relations and community outreach.
- Department services, program goals, objectives, policies, procedures and practices.
- College course prerequisites and matriculation policies.
- District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
- District payroll and general accounting system operations, practices and procedures.
- College and District organization, rules, policies and procedures applicable to departmental and division operations.
- Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
- District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
- Basic grants administration.
- Applicable sections of the California Education Code.
- The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student records.
- Safety policies and work practices applicable to the work being performed.
- Basic principles and practices of employee work guidance and direction.
- Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
- Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.
Skills and Abilities to:
- Assign and review the work of assigned staff.
- Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
- Assist in the planning and implementation of programs and activities in assigned Student Services program or department.
- Screen for and schedule counseling appointments.
- Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
- Set priorities and exercise sound judgment within areas of responsibility.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
- Maintain confidentiality of District and student files and records.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Communicate effectively, both orally and in writing.
- Understand and follow written and oral instructions.
- Operate a computer and use standard business software.
- Represent the District effectively one on one and in a variety of group settings.
- Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
- Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE
An associate degree and one year of closely related work experience in student services support, preferably in assigned program; or an equivalent combination of training and experience.
LICENSES, CERTIFICATES AND OTHER REQUIREMENTS
A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program may be required in some assignments.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand and stand for long periods at a time; and lift up to 10 pounds and occasionally up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
To move forward in the selection process, you must complete an online application through our web site athttp://www.schooljobs.com/careers/scccd.Please
attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.
All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.
APPLICATION REVIEW AND ASSESSMENTS
The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.
The assessment process will also include an online competency assessment (40% weight) and an oral interview assessment (60% weight). Of those achieving a passing score on the competency assessment, only the 15 highest scoring candidates, plus ties, will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessment section.
INITIAL ASSESSMENT TENTATIVELY SCHEDULED FOR SEPTEMBER 13, 2019
The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.
Candidates who attain a passing score on each part of the assessment will be placed in rank order on a district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies in this classification districtwide for at least one year.
PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.
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