Program Services Coordinator (Grant Funded) (Financial Aid - Year One Promise)

Job description

Program Services Coordinator (Grant Funded) (Financial Aid - Year One Promise)

San Mateo County Community College District

Posting Number: 2014688S
Department: Enrollment Services CSM (DEPT)
Location: College of San Mateo
Position Number: TBD
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $62,868 (annual)
Max Salary: $80,220 (annual)
Position Type: Classified Positions

Who We Are:
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District:
College of San Mateo, which was designated as a Hispanic Serving Institution in 2014, is part of the San Mateo County Community College District, which currently enrolls approximately 23,000 students, the majority of whom are from minoritized populations. Of the students at College of San Mateo, 3.0% are African-American, 0.1% are American Indian, 19.8% are Asian, 6.8% are Filipino, 19.9% are Latinx, 2.2% are Pacific Islander, 28.1% are White, 17.6% are Multi-Ethnic, and 2.5% are unknown.

Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position:
Under direction, the Program Services Coordinator assists in the planning, coordination, and implementation of services such as student recruitment, orientation, job skills assessments and job placement, special events, tours, individual and specialized programs and other support current and potential program participants. Public contact is extensive and can include students, staff, other educational institutions, community and business representatives, governmental agencies and the general public, for the purpose of exchanging program information and services. A high degree of independent judgment and creativity are required to adequately represent the college and program, to serve as a technical resource person for the program, and to design original program components and services. Consequences of errors in judgment can be costly in public relations and in employee time; however, management controls limit the risk of more serious consequences. The Program Services Coordinator can lead the work of student assistants, proctors, and other staff as assigned.

The purpose of this position is to increase and promote financial aid awareness on campus, off campus, and to potential students within the community.

This is a temporary position funded by AB 19 and may be eliminated once the grant funding has been exhausted.

Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Coordinate the financial aid outreach program to include: Year One Promise outreach; schedule seminars and workshops; assign dates, facilities, and present; assist students and monitor financial aid applicant results; coordinate activities with campus outreach office supporting the Year One Promise initiative

2. Develop and execute a plan aimed at increasing financial aid awareness with an emphasis on first year students. Recruit students to apply for financial aid; disseminate financial aid program information to high schools, migrant groups, local agencies, and the public; conduct presentations regarding financial aid program services and opportunities. Travel to various off-site locations to confer with high schools, community service organizations, governmental agencies, businesses and other entities, and to recruit students into a college program

3. Participate in the development of financial aid consumer information; meet with Marketing Communications and Public Relations (MCPR), facility management personnel, members of the community, and others who wish to schedule financial aid presentations or workshops

4. Develop and implement a financial aid marketing plan for the financial aid outreach initiative; coordinate publicity materials related to “I Can Afford College” and “Cash for College” statewide campaigns. Update financial aid workshops on the ICANAFFORDCOLLEGE website every semester to invite community members and potential students

5. Work with College of San Mateo Year One Promise Scholars, in conjunction with the Year One Promise team to support the Year One Promise initiative

6. Work in collaboration with the financial aid scholarship team to conduct outreach to high school partners to complete the scholarship application

7. Assist students on all aspects of student financial aid including, but not limited to, satisfactory academic progress, eligibility appeals, rules, and regulations. Plan joint events with other college departments and programs, and with outside business and community representatives

8. Serve as the financial aid liaison for Year One Promise students which may include: foster youth, homeless students, undocumented students, and/or learning community students

9. Monitor and review the services and activities of the Financial Aid Outreach program; incorporate changes in legislation, technology, educational trends, and community needs into financial aid workshops and presentations

10. Work with Financial Aid Director to develop, implement, and monitor Student Learning Outcomes and to support financial aid and Year One Promise program review

11. Prepare financial aid materials for workshops, including Free Application for Federal Student Aid (FAFSA) applications, workshop handouts, and presentation materials

12. Serve as the representative on various committees as assigned

13. Maintain a variety of financial aid files, records, and databases; prepare a variety of reports and correspondences

14. Interview students to assess their financial aid eligibility, college standing, and projected financial and enrollment service needs; compile confidential data to assess and document student income status, expenditures, budgets, enrollment status, grades, employment records, immigration status, residency, tax liability, and other information; compute financial and budgetary projections using prescribed funding agency policies and guidelines; conduct detailed data assessments in order to select appropriate loans, grants, and other programs for students, based on eligibility and need

15. Work cooperatively and collaboratively as the financial aid representative with other services such as Equal Opportunity Programs and Services (EOPS), Cooperative Agencies for Resource Education (CARE), Disability Resource Center (DRC), Mathematics Engineering Science Achievement (MESA), CalWORKS, Workforce Development, SparkPoint, Transfer Center, the campus learning communities, and other groups as needed

16. Provide support related to a variety of financial aid program processes, including the promotion of the scholarship program, Federal Work Study program, Chafee Grant program, and other general financial aid programs

17. Update financial aid website with New Year roll information, update financial aid calendar of outreach and in-reach events

18. Perform a variety of data entry and routine clerical functions; schedule appointments; maintain and order financial aid informational handouts and brochures

19. Perform other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to a Bachelor’s degree in business administration, sociology, accounting, human resources, or a closely related field• Successful experience of increasing responsibility in education, social services, human resources or related area• Experience with training and leading the work of others• Experience with research and compiling data for, formatting and preparing statistical, financial and other reports.• Experience with the use of a variety of computer software to compose and prepare correspondence forms, reports, presentation and other written materials.• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff• Demonstrated oral and written communication skills, including public speaking• Demonstrated skill in multi-tasking, prioritizing workloads, and working independently• Demonstrated skill in working as part of a customer service team

Physical Requirements:
This classification requires sitting for extended lengths of time; occasionally lift, carry, push, pull, or otherwise move objects of light to moderate weight; work at a computer, including viewing a monitor for extended lengths of time, repetitive use of keyboard and mouse; dexterity of hands and fingers to type and operate phone, keyboard, and mouse; and ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
1. Knowledge of specific program and related college services available to students and other potential participants

2. Knowledge of applicable and available community, business, governmental and educational resources

3. High level of cultural competency and understanding of diverse populations

4. Understanding of needs of students who transition from high school to post-secondary education

5. Skill in oral communication, including public speaking

6. Skill in written communication

7. Skill in short- and long-range program and event planning, program and event implementation, coordination and evaluation

8. Skill in interviewing, assessment and evaluation

9. Skill in sensitive, respectful and effective communication with people from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

10. Skill in establishing and maintaining effective and efficient working relationships

11. Skill in research, compiling and formatting a variety of data for reports

12. Skill in use of the Microsoft Office Suite and web-based content management systems

13. Ability to work effectively as part of a customer-service team

Preferred Qualifications:
• Knowledge of financial aid • Bilingual in Spanish or language other than English

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 11/05/2018
First Review Date: 01/04/2019
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to to complete the application and to apply for this position). 2. A resume that details all relevant education, training, and other work experience. 3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement. Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills. For questions related to this posting, please contact: SMCCCD Office of Human Resources 3401 CSM Drive, San Mateo, CA 94402 Tel.: (650) 574-6555 Fax:(650) 574-6574 Web Page:

Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement:
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report:
San Mateo County Community College District’s (SMCCCD) 2018 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2018 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

To apply, visit:

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Job No:
Posted: 11/6/2018
Application Due: 2/13/2019
Work Type: