Student Services Specialist

Southwestern College

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: CalWorks

District Values
Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.


Responsibilities:
(Project funded position, continued employment contingent upon funding)

Under direction of assigned supervisor, provide direction for assigned student services program area; coordinate and participate in the performance of a variety of program coordination and technical duties in support of assigned student services area; oversee and participate in providing students, staff, and others with specialized information, training, and assistance related to area of assignment; oversee and participate in providing a wide variety of reference and resource information related to assigned function or program area; and perform a full range of the more complex program support and clerical assistance duties in support of assigned program area.

REPRESENTATIVE DUTIES:
1. Coordinate assigned aspects of the assigned student services program area; coordinate with other departments and program areas; ensure compliance with program requirements.
2. Assist in the planning, design, and implementation of program elements that support service delivery; participate in processes to define scope and schedule of services and activities; participate in implementation processes.
3. Participate in the development and implementation of goals, objectives, policies, and priorities for assigned program areas; research, implement, and administer policies, procedures, and changing business practices and processes for assigned area; develop and maintain handbooks, forms, and related policies and procedures.
4. Develop yearly calendar of events, workshops, and other schedules related to assigned activities and services; review, update, and inform others of essential timelines; coordinate assigned activities; assure the timely completion of work in accordance with established policies, procedures, and standards.
5. Plan, organize, schedule, and conduct orientations, workshops, seminars, class presentations, tours, meetings, and other activities related to assigned program area; arrange and confirm speakers; reserve facilities and make other necessary arrangements.
6. Provide technical information and assistance regarding area of assignment to students, staff, and the general public; interpret and explain program applications, policies, procedures, requirements, and restrictions; develop promotional and informational materials for distribution on and off campus; maintain assigned resource material and library.
7. Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.
8. Compile and tabulate statistical data; compile information from various sources and prepare appropriate forms, schedules, and reports; list, abstract, or summarize data; input and review data and prepare special and periodic reports related to an assigned project and/or program area including state and federally mandated reports; verify accuracy, completeness, and compliance to rules, procedures, regulations, policies, and other mandates.
9. Perform related duties and responsibilities as required.


Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
General principles, practices, and procedures of business administration and public administration.
Basic program management principles and practices.
Work organization and office management principles and practices.
Principles, practices, and procedures of business letter writing.
Principles, practices, and procedures of fiscal, statistical, and administrative record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Basic research methods and techniques.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Interpersonal skills using tact, patience, and courtesy.
English usage, grammar, spelling, punctuation, and vocabulary.
Oral and written communication skills.
Screening and interviewing techniques may be required for some assignments.
Operating characteristics and functionality of specialized software packages used in assigned area.
Basic techniques used in troubleshooting hardware and software problems may be required for some assignments.

MUST HAVE ABILITY TO:
Coordinate and participate in the management of the functions and services of assigned program area.
Perform a full range of technical, program support, administrative, and clerical duties involving the use of independent judgment and personal initiative.
Use technical concepts and basic program management tools and techniques to effectively coordinate a program area and solve complex problems in creative and effective ways.
Develop recommendations for problematic areas and implement and monitor changes.
Perform a full range of technical, program support, administrative, and clerical duties involving the use of independent judgment and personal initiative.
Prepare calendar of events and workshops related to area of assignment.
Coordinate and conduct workshops, seminars, special event, class presentations, orientations, and tours.
Provide specialized assistance, training, and information to students, faculty, administrators, staff, and the public concerning assigned program area, functions, and resources.
Respond to requests and inquiries from students, staff, or the public; effectively present technical information in person or on the telephone to students, staff, or the public.
Screen, interview, and assess needs of students and clients.
Orient students, staff, and public to resources and services related to area of assignment.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial records.
Implement and maintain filing systems.
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work effectively with minimal supervision.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience:
Any combination equivalent to:
Two years of college with major course work in business or related field
AND
Three years of increasingly responsible experience in a student services area involving frequent student contact.


Minimum Qualifications: (Faculty and Academic Administrator Positions Only)


Desirable Qualifications:
Knowledge of CalWORKs eligibility guidelines. Network of community employers to place CalWORKs students; knowledge of Welfare-to-Work Rules & Regulations and/or SB 1041 (Welfare-to-Work Time Clock & Core Activities); knowledge of workplace etiquette, communication, self-esteem and time management issues, barriers and solutions for CalWORKs students; knowledge of local job market, job options, and job search techniques; knowledge of basic college career assessments; knowledge of computerized labor market and career information systems.


Salary
Range 24, Steps 1-6, $4,584.27-$5,800.05. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, September 25, 2020 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Work Schedule:
Monday-Friday: 8:00 a.m. - 5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the office. Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Additional Information:
We regret we are unable to accept faxed, e-mailed, mailed, or hand delivered application materials. Only complete application materials submitted through SWC online system will be accepted. To complete and submit your application for this position, please visit our online employment website at https://jobs.swccd.edu. All required information must be submitted online before the review date and time indicated on the job posting.

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Notice of Availability of the Annual Security Report - Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at http://www.swccd.edu/modules/showdocument.aspx?documentid=21116.

If you would like to receive a hard copy of the Annual Security Report which contains this information, you can stop by the SWC Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page ( http://www.swccd.edu/index.aspx?page=1084)


To apply, visit: https://jobs.swccd.edu/postings/3220









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