Program Staff Specialist II - Student Services
Title:Program Staff Specialist II - Student Services Job Category:Classified Req #:F2000100 Salary:$3,488 - $4,426/month FT/PT/Pooled:Full-time Perm %:100 Perm Mo:12 Closing Date:02/01/2021 Position Description:
Under general supervision of the Student Success Director and the EOPS Director provides a variety of complex, responsible clerical support to various program areas within student services that includes program intake and screening, data entry, and maintenance of student and program files; provides information and assistance to students regarding student services programs and makes referrals for individuals seeking services; assists in the preparation and maintenance of program budgets and completing federal, state, and local reports; and performs related duties as assigned.
The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.
- Provides customer service in person and on telephone for various programs within student services; screens and routes calls and identifies urgency and priority of the matter; Schedules appointments and meetings, and provides backup clerical support for other programs in same department.
- Provides information and assistance to students and others
- Identifies and sets up appropriate referrals after determining appropriate resources.
- Assists students using computers with logging in, accessing software, and operating programs.
- Establishes, maintains and cross-references a variety of files related to the Student Equity & Achievement Program, articulation, students, and prospective students.
- Assists students in completing intake and screening paperwork, and reviews completed forms for Advising/Counseling, EOPS/CARE and Student Equity & Achievement.
- Establishes and maintains systematically organized student files for Advising/Counseling, EOPS/CARE, and Equity.
- Collects, compiles, summarizes, and analyzes program and student statistics; inputs program and service data into the database for tracking, reporting, communication, and outreach; accesses information and generates reports.
- Prepares a variety of reports on program statistics, services, and activities; prepares correspondence; assists in or prepares a variety of federal, state and local reports.
- Drafts and monitors budgets, travel requests, purchase order requisitions, and budget transfers.
- Provides and relays information and maintains contact with a variety of college departments and external agencies.
- Schedules meetings, disseminates agendas, and transcribes minutes for Advising/Counseling, EOPS/CARE and Student Equity & Achievement Program.
- Prepares a variety of correspondence, reports, handbooks, forms, requisitions, and other materials from drafts, notes or instructions; designs and prepares forms for various program areas; proofs and edits documents.
- Opens, screens and routes incoming mail; prepares outgoing mail.
- Assists in training, assigning and overseeing the work of student employees.
- Assist with orientations and events related to EOPS/CARE and Advising
- Procedures and requirements for student program eligibility
- Principles and rules of English writing, grammar, spelling, and punctuation
- Principles of business mathematics
- Computer operations, including Microsoft Word, Excel, PowerPoint, and Outlook
- Formats and standards for typed and word processed materials
- Modern office practices and procedures including filing, office equipment operation, reception, and scheduling
- Resources available and responsibilities and authorities of various student services on and off campus
- Composing correspondence, minutes, memos, brief newsletter and other materials
- Reading, interpreting, and applying policies, procedures, and regulations relating to the programs
- Establishing and maintaining effective working relationships with others.
- Effective oral and written communications with students, parents, and school staff
- Preparing effective written reports and correspondence
- Operating standard computer software including Microsoft office applications (Word, Excel, Outlook) and databases.
- Preparing and maintaining a variety of records, forms and reports
- Performing skilled clerical work in support of the programs; including word processing, computer spreadsheets, data entry, filing, office equipment operation, reception, and scheduling
- Prioritizing workload, meeting deadlines, and working effectively in an environment with multiple demands and frequent interruptions.
- May require some evenings and weekends
PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are:
- Vision to assist students with academic materials, prepare and process paperwork, and read computer screens
- Hearing and speech to understand and respond to questions, to provide instructions and to communicate effectively in individual and group settings
- Hand and finger dexterity to operate computer keyboards, and manipulate books, papers and files
This work is performed in an office or computer lab setting.Minimum Qualifications:
- High school diploma and 1 – 2 years customer service experience in an office environment, OR Associates Degree, OR coursework in office management.
- Typing at a rate of 50 WPM
A combination of education and experience equivalent to:
- Community college experience is preferred
- Customer service experience
- Demonstrated sensitivity to and understanding of the diverse academic and socio-economic, cultural, disability and ethnic backgrounds of community college students and staff