Student Services Assistant for the Graduate School of Education

Student Services Assistant for the Graduate School of Education

Position Title: Student Services Assistant for the Graduate School of Education

Position Category: Staff (Non-Exempt)

FTE: 1.0

Location: Thousand Oaks

University Background: The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function: Under the direction of the Dean the Student Services Advisor provides direct student-facing support for graduate students in the Graduate School of Education. The position delivers proactive advising and student support services designed to promote student success, persistence, and timely progression toward degree completion. The Student Services Advisor works closely with faculty, program directors/chairs, and the Dean, and University offices to coordinate student services, support retention efforts, and assist students in navigating academic policies and University procedures.

Representative Duties:

• Student Advising & Support
• Provide student-facing support and guidance regarding academic processes, program requirements, and University policies under the direction of program leadership.
• Assist students and program directors with tracking degree progress and program requirements.
• Assist in supporting students experiencing academic difficulty and refer students to appropriate campus resources and program leadership as needed.
• Maintain accurate and confidential student records in compliance with FERPA.
• Monitor course enrollment and waitlists and communicate schedule changes to students as needed.
• Gather and review petitions, waivers, and other forms related to registration and program progression.
• Assist in addressing student questions related to degree requirements, registration, scheduling, and access to university systems, coordinating with appropriate offices as needed.
• Support coordination with DSS and program directors regarding student accommodations.
• Support student and faculty navigation with assessment management systems tracking related to licensure and distal outcomes required for program review, accreditation, or external bodies, all in coordination with the Program Assistant and Directors.
• Recruitment, Retention, Alumni, & Student Communication
• Assist with prospective students, including answering questions, communications, applications, interview days, and post-interview tracking, in coordination with Directors and Admissions.
• Support retention efforts through proactive outreach, student tracking, student registration monitoring and follow-up communication.
• Assist with new student transition to matriculation in collaboration with Admissions, program directors, and other staff.
• Assist in coordinating and presenting new student orientations, including preparation and distribution of new student information packets.
• Support directors and students with activities related to student readiness, probation, dismissals, leaves, changes of status, and international matters.
• Ensure useful program information and updates are available to students, including planners, academic calendars, syllabi, and other key documents.
• Update students on new schedule offerings and relevant workshops, events, and experiential learning opportunities.
• Manage student-shared resources, including purchasing and tracking.
• Assist with commencement-related support for students and academic programs.
• Support outreach and follow-up communication efforts for student engagement and retention initiatives.
• Participate in student orientations, information sessions, and other student-facing events.
• Work with directors and the alumni office to stay connected to alumni activities and successes. Facilitate their inclusion in School events and their participation in surveys.
• Administrative & Office Operations
• Perform general administrative and clerical support duties, including filing, record-keeping, answering phones, receiving and directing visitors, and processing information related to academic programs.
• Ensure efficient daily operation of the office, including opening and closing procedures.
• Collaboration & University Interface
• Assist in coordinating communication between students and University offices, including the Registrar, Financial Aid, Disability Support Services, and Admissions.
• Ensure student access to needed university resources and facilities.
• Assist with recruitment and outreach efforts in collaboration with Marketing and Admissions.
• Support alumni engagement efforts related to student success and program completion.
• Provide backup to the Program Assistant as needed.
• Evening and weekend hours may be required.
• Participate and assist with School-level involvement in university-wide events (Commencement, Homecoming, etc.)

Knowledge Of:

• Student registration processes, enrollment management, degree planning, and waitlist administration.
• Modern Office Software and Applications, including, but not limited to Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and Google Office Suite.
• Admissions transition processes, including matriculation steps, admissions stipulations, and prerequisite tracking.
• University-specific technical systems; including, but not limited to: Ellucian Colleague, Canvas, and Watermark.
• Academic requirements, policies, and procedures across assigned programs.
• Public relations and customer service techniques for working with students and campus partners.
• Communication etiquette and techniques, including professional email and telephone communication.
• Academic quality, compliance, and regulatory expectations affecting academic programs.
• Academic policies, procedures, and program requirements
• Student development and retention practices in higher education
• FERPA and confidentiality standards
• Principles of academic advising and student support
• Modern office practices and relevant technology systems
• Professional written and oral communication standards

Ability To:

• Interpret and apply academic rules, regulations, policies, and procedures in advising students.
• Learn and use multiple university systems and technologies in support of academic programs and student services.
• Track and manage multiple categories of student data and status information accurately.
• Prepare reports from a variety of sources and present information clearly.
• Work independently with little direction and exercise sound judgment within assigned areas of responsibility.
• Respond to student inquiries with professionalism, discretion, and sensitivity.
• Meet schedules and deadlines by prioritizing work effectively.
• Work effectively with frequent interruptions.
• Think critically and resolve student issues, complaints, and problems appropriately.
• Communicate clearly and concisely, both orally and in writing, in individual and group settings.
• Speak publicly in front of on-campus and off-campus audiences.
• Identify ineffective procedures and recommend improvements to enhance program or student service operations.
• Build supportive and professional relationships with students
• Assess student needs and recommend appropriate resources and interventions
• Communicate clearly and effectively in individual and group settings
• Interpret and apply University policies and procedures accurately
• Manage multiple student cases and projects simultaneously
• Maintain confidentiality and exercise sound judgment
• Work collaboratively with faculty, staff, and administrators
• Work flexible hours as needed

Minimum Qualifications: Bachelor's degree in higher education, counseling, business administration, communications, or a related field and one year of experience in customer service, student support, administrative coordination, office support, or a related field.

Preferred Qualifications: Prior experience as an administrative assistant in higher education, non-profit, or corporate environments. Experience supporting graduate or professional programs preferred. Experience in student services, academic advising, admissions, enrollment support, or retention initiatives.

Licenses and other requirements: None

Physical Abilities: Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Environment: Busy office environment with frequent interruptions. Ability to operate standard office equipment, communicate effectively in person and electronically, remain stationary for extended periods, and move or transport light objects.

Hiring Range: $22.00 - $24.00

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