Program Staff Specialist II - Student Services

Job description

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.

Essential Duties:

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

Knowledge of:

  • 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

Skill in:

  • 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.

Other Requirements:

  • 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
Desirable Characteristics:

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
Required Documents:Cover Letter, Resume/CV, Typing Certificate, Unofficial Transcripts




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Job No:
Posted: 1/5/2021
Application Due: 2/1/2021
Work Type: Full Time