Program Services Coordinator (Financial Aid - Outreach and In-reach)

Job description

Program Services Coordinator (Financial Aid - Outreach and In-reach)

San Mateo County Community College District

Posting Number: 2014775S
Department: Financial Aid SKY (DEPT)
Location: Skyline College
Position Number: 2C0197
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:
Skyline College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 16,000 students each academic year. Skyline College has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on Skyline College’s Office of Planning, Research and Institutional Effectiveness (PRIE) website.

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:
The purpose of this position is to increase and promote Financial Aid awareness on-campus, off-campus, and to potential students within the community. 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 for 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.

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; schedule seminars and workshops; assign dates, facilities, and present information; assist students and monitor financial aid applicant results; coordinate activities with campus Outreach office

2. Develop and execute a plan aimed at increasing financial aid awareness. 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. Maintain the Financial Aid office’s electronic communication sites. Serve as the liaison to the Public Information office to announce activities and events and provide general information

5. 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

6. Coordinate internal (Institutional and Skyline College Promise Scholars) and external scholarships

7. Co-Chair the Institutional Scholarships Committee along with Dean of Enrollment Services, maintain scholarship software, and attend District-wide meetings to discuss planning and implementation, report running, and forming of the Scholarship Committee; conduct trainings, timelines, review, and selection of awardees along with Director of Financial Aid

8. Send communications to students, faculty, and staff, conduct a variety of scholarship workshops for students, plan the Student Scholarship and Award ceremony (SSAC) by coordinating all aspects of the ceremony, award, and tracking disbursements. Create new funding codes

9. Work with Skyline College Promise Scholars, in conjunction with the Dean of Enrollment Services and the Director of Financial Aid to create questions, maintain software, collaborate with the Summer Scholars Institute (SSI) and Middle College in conducting workshops and monitoring applicants, work with the Planning, Research, and Institutional Effectiveness Office (PRIE) to run reports, select awardees, work with Counseling and cashiers on posting awards and notifying eligible students, and conduct outreach to promote program

10. External Scholarships - review any incoming announcements of scholarships, research to ensure there are no fees being charged, and work with Marketing, Communications, and Public Relations (MCPR) to post to Financial Aid website

11. Advise and counsel 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

12. Serve as the financial aid liaison for veterans, foster youth, homeless students, Dream Center, and unusual circumstance students

13. 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

14. Work with Financial Aid Director to develop, implement, and monitor Student Learning Outcomes and update TracDat for the Financial Aid office

15. Coordinate, manage, and supervise the Financial Aid Campus Ambassador program, including scheduling, meetings, training, and outreach/in-reach events; coordinate with the Campus Outreach department to cross train all Campus Ambassadors

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

17. Coordinate order and secure special services and equipment for financial aid classes and presenters, including audio-visual equipment and materials for community agencies, local high schools, and related organizations

18. Serve as the representative for financial aid on the Outreach Advisory Committee and Student Equity Committee. Attend meetings, provide input, and prepare monthly activities summary; report to the Director of Financial Aid

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

20. In collaboration with the Planning, Research and Institutional Effectiveness (PRIE) office, track and report on trends in student population changes, economic status, college completion rates, student usage of related college services, and other data; research data for and complete required funding agency and District reports and surveys; research and initiate new funding resources of student financial aid

21. Interview students to assess their financial aid eligibility, college standing, and projected financial and enrollment service needs; compile confidential and other data to assess and document student income status, expenditures, and projected 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; assist supervisory staff on special and regular projects and reports as assigned; monitor program expenditures and project budget expenditures using prescribed funding agency and District policies and financial guidelines

22. Refer students to counselors, instructional programs, and to other college offices as appropriate

23. 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

24. 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

25. Update financial aid website with new year roll information, update financial aid calendar of events, ensure all links are working, upload new financial aid television (FATV) videos, and ensure resources are kept up-to-date, etc. Use a variety of software to compose, format, and prepare correspondence, memoranda, publicity materials, surveys, brochures, flyers, bulletins, reports, presentations, and other materials

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

27. Performs other related duties as assigned

Minimum Qualifications:
• A combination of education and experience equivalent to a Bachelor’s degree in business administration, sociology, human resources or a closely related field• Successful work experience of increasing responsibility in education, social services, human resources or related area• Experience with training and leading the work of others• Experience with researching, formatting, assessing and preparing data for reports and other materials• Experience with the use of a variety of computer software to track and monitor data• Demonstrated skills in oral and written communication, including public speaking• Demonstrated skill in multitasking, prioritizing workloads, and working independently• Demonstrated skill in working as part of a customer service team• 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• Possession of a valid California Driver’s License (or the ability to obtain one) and ability to use personal motor vehicle to drive to off-campus locations

Physical Requirements:
This classification requires manual dexterity, the use of a keyboard and mouse for extended periods of time; pushing, pulling, reaching, moving objects of moderate weight; and driving a motor vehicle to off-site location 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. Skill in oral communication, including public speaking

4. Skill in written communication

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

6. Skill in interviewing, assessment, and evaluation

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

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

9. Skill in research, compiling and formatting a variety of data for reports; data analysis and comparison with attention to detail

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

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

Preferred Qualifications:
• Knowledge of financial aid • Bilingual in Spanish

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: 06/03/2019
First Review Date: 06/25/2019
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: 6/11/2019
Application Due: 7/26/2019
Work Type: