Programs and Services Senior Specialist

Programs And Services Senior Specialist

Under general direction, performs and leads technical administrative duties related to the administration of student programs and services; provides work direction and assists in helping to ensure the quality of work in the department employees; coordinates the administrative operations of an assigned student program or service; assists in the development, and implementation of new procedures in response to changes in program or service requirements; provides guidance to lower-level employees regarding the interpretation and application of relevant laws, regulations, and policies; and performs other related duties as assigned.

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to lower level employees, temporary employees and/or student workers.

Schedule 40 hours/week, 12 months/year Monday - Friday: 8:00 AM to 4:30 PM (some evenings and weekends will be required)

Position is open until filled. Next review date: June 2, 2026 Applications received after the first review date may or may not be advanced in the process for further consideration.

Essential Duties And Responsibilities

The following duties and responsibilities are typical of those performed in this classification.

• Performs and leads technical administrative duties related to the administration of student programs and services; provides work direction and assists in helping to ensure the quality of work in the department; employees coordinates the day-to-day administrative operations of an assigned student program or service.
• Assists in the development and implementation of new procedures in response to changes in program or service requirements; provides guidance to lower level employees regarding the interpretation and application of relevant laws, regulations, and policies; develops written procedures and training materials.
• Coordinates the implementation of new program/service technologies and the procurement of office equipment and supplies needed to maintain operations.
• Serves as a technical resource to students, employees, and the public with regard to complex program or service issues; responds to and resolves inquiries and complaints; may interview students individually to assess their educational situation and problems and determine what student services will help them meet their needs.
• Coordinates the planning and implementation of student orientations, workshops, and/or outreach activities and materials to inform students of available programs and services, explain related requirements, and recruit student participation in specific programs and services and assist them in setting educational and other goals.
• Coordinates student advisement, interviewing, program/service eligibility screening; oversees the acceptance of student applications and/or the awarding of funds or services in accordance with established criteria and requirements.
• Researches and resolves difficult student status issues related to enrollment, course loads, academic progress, work authorizations, and/or visa status; reviews student academic plans to ensure compliance with student program or service requirements.
• Coordinates the administration of student assessments and/or exams in order to provide students with educational or career planning guidance.
• Researches and resolves account discrepancies; receives and processes invoices for payment; submits reimbursement requests; withdraws and deposits funds to accounts; prepares purchase documents as authorized.
• Searches databases and record systems to gather, compile and report information; verifies and makes entries and notations in manual or automated systems; prepares reports for administration; searches records and provides information and reports to management and/or other employees as required.
• Oversees the maintenance of secure and confidential student files and records; prepares and maintains student records; enters data and maintains student databases; releases records in accordance with applicable legal and policy requirements.
• Prepares complex documents and reports; develops and maintains logs and records pertaining to office operations; assist with the preparation of grant requests.
• Plans and coordinates special activities and events.
• May participate in committees and task forces.
• May maintain and update program or service websites and social media accounts.
• May coordinate special projects; may assist in the preparation of surveys and analyze/compile survey information.
• May review and verify employee time sheets and submit payroll records for employees, and student workers as assigned.
• May provide work direction to lower level employees, temporary employees and/or student workers.
• Performs other related duties as assigned.

Minimum Qualifications

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

Associate's degree or equivalent from an accredited college or university.

Four (4) years clerical or office administrative experience assisting students, including three (3) years providing technical support in an academic setting

Licenses/Certifications/Other Requirements:

• Depending on the assignment, experience and or college-level coursework related to the assigned department or program may be required.

Knowledge of:

• Principles and practices of team collaboration and coordination.
• Principles and practices related to purchasing, inventory control, and office systems development/maintenance.
• Academic programs and support services available to students.
• Automated record keeping techniques.
• Principles and practices of and bookkeeping.
• Technical methods of data organization, collection, research, and reporting.
• Methods of prioritizing, planning, and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to :

• Recommend and assist with the implementation of systems and procedures pertaining to the administration of student programs and/or services.
• Gather, compile, and evaluate statistical and financial data and records.
• Evaluate complex student records and information to identify eligibility for assigned student programs and/or services.
• Lead, coordinate, and provide work direction to employees.
• Utilize computerized programs to accurately maintain data and generate a variety of customized reports.
• Prepare and deliver presentations.
• Present clear and concise oral and written reports.
• Research, apply, and explain the laws, regulations, policies and/or procedures applicable to areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare correspondence and other documents using standard business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical and Mental Standards:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write, and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.

• Emotional/Psychological Factors: frequent contact with others, including extensive public contact; frequent deadlines and time-limited assignments.

Environmental Conditions:

Work

Glendale Community College