Senior Program Specialist - Student Services

Job description



Senior Program Specialist - Student Services

Salary
$59,798.00 Annually

Location
Districtwide, CA

Job Type
Permanent

Division
RC Student Services

Job Number
2017011

Closing
3/11/2019 11:59 PM Pacific

General Purpose
Under general supervision, performs routine to complex student and administrative support of a program in an assigned department or a categorically funded project; determines program eligibility for new and existing students; advises and delivers program elements to current students in assigned program and to potential at-risk student populations including secondary students; encourages student engagement in student life and activities; provides advanced program/grant management support including preparing and analyzing statistical data and program metrics; assists the program director to ensure 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 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.
  • Oversees and participates in the day-to-day operation and service delivery of a student services program or department; assists current and potential students with understanding and completing matriculation requirements, applications, forms and meeting program requirements; organizes and implements orientation activities, workshops, conferences, cultural experiences and academic support/tutoring programs to encourage engagement in student life/activities.
  • Provides academic advising services including career and educational advising of individuals and groups and orientation and transfer advising services; assists students in selection of a major and facilitates career exploration and transfer program activities related to their educational goals and career pathways; advises students on certificate, vocational, associate degree and transfer programs and courses of study.
  • Screens student needs for Counselors and schedules student counseling appointments or provides referrals to other campus and community programs; coordinates student access to multiple forms of student services and support including providing accommodations for disabled students and access to educational and financial aid and assisting with maintenance of minimum program requirements and documentation; assists students with access to food, financial, mental health, legal and housing resources.
  • Determines student initial and ongoing eligibility for programs or services; tracks student progress and adherence to program guidelines; initiates and maintains permanent student records and associated coding; verifies documentation from third-party providers; updates student status and releases holds following established District policies and procedures.
  • Acts as a liaison to local elementary, middle and high schools, adult education programs, community groups and school districts to identify, target and recruit potential program participants; plans, schedules and facilitates program activities to assist students with matriculation activities; provides information to students on college course offerings and prerequisites, majors and transfers and coordinates with Counselors to create education plans.
  • Organizes and implements student leadership opportunities through student clubs, service learning, student government and leadership opportunities within the program; provides training on public speaking, conducting meetings and mentoring others; oversees administration of student-related budgets and funds; ensures efficacy of student government elections and operations; oversees and participates in the recruitment, selection and training of student club leadership; ensures student clubs meet minimum requirements.
  • Oversees and participates in program tracking and data input and ensures District, state and federal guidelines are met; develops, maintains and audits spreadsheets, databases and reports; utilizes third-party portals and databases to research and track student information; coordinates with other college departments regarding financial aid, tracking student work hours, payments and reimbursements.
  • Conducts studies and complex data analyses to evaluate the effectiveness of current programs; makes recommendations on program enhancements/service areas and may assist in assessing student area outcomes in applicable programs.
  • Coordinates logistics of major programs and events, including liaison with event participants and securing vendors and sponsors; works with other campus departments and facilities; schedules locations, orders food, materials and supplies; troubleshoots onsite, proactively resolving issues.
  • 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.

    OTHER DUTIES
  • May participate in program and grant administration functions including grant writing, collecting program data, budget monitoring and generating performance reports.
  • Oversees program marketing including preparation and production of promotional materials, invitations and publications; updates and maintains the department or program website and social media accounts.
  • May serve as an advisor to student government.
  • Represents the District and participates in state and national program training and development and professional group meetings; stays abreast of new trends and innovations in the program and grant area.
  • Maintains and purchases inventory and supplies.
  • May collaborate with athletics to implement Intramural program, coordinate mascot appearances, and coordinate game management logistics including securing entertainment.
  • Performs related duties as assigned.

    Employment Standards / Minimum Qualifications
    KNOWLEDGE, SKILLS AND ABILITIES
    Knowledge of:
  • Student services program goals, objectives, policies, procedures and practices applicable to area of assignment.
  • District assessment, matriculation and course prerequisite policies as applicable to areas of responsibility.
  • Principles, methods and practices applicable to the design and implementation of public relations, outreach and marketing programs.
  • Procedures for administering and scoring standard and other academic tests and recording and reporting test results.
  • District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
  • 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, methods and practices.
  • Research methods and analysis techniques.
  • Applicable sections of the California Education Code, Title V and other applicable laws.
  • 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.
  • Coordinate and implement resources, services and outreach activities to recruit, retain and assist students, particularly at-risk students.
  • 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.
  • Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials.
  • Track and report statistical information utilizing complex spreadsheets and databases.
  • Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
  • Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  • Communicate effectively, orally and in writing.
  • Maintain confidentiality of District and student files and records.
  • Make presentations and present proposals and recommendations clearly, logically and persuasively to diverse audiences.
  • 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 concerned people and 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
    Graduation from an accredited college or university with a bachelor's degree in a relevant field, and one year of closely related work experience in assigned student services area; 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.

    Physical Demands
    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.

    Mental Demands
    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.

    WORKING ENVIRONMENT
    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, 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.

    Assessment Process
    APPLICATION SUBMISSION
    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 evaluationof 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 include an online competency assessment (% weight) and an oral interview assessment (% weight).Of those achieving a passing score on the competency assessment, only the highest scoring candidates, plus ties, will be invited to the oral board interview assessment. Passing score is 75% out of 100% on each assessment section.

    INITIAL TESTING TENTATIVELY SCHEDULED FOR FRIDAY, MARCH 29, 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.

    ELIGIBILITY LIST
    Candidates who attain a passing score on each part of the assessment will be placed in rank order on 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 for at least one year.

    PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.

    ACCOMMODATIONS
    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.

    To Apply, visit:
    https://www.schooljobs.com/careers/scccd/jobs/2353860/senior-program-specialist-student-services





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