Student Services Program Assistant

Student Services Program Assistant

Under the direction of the assigned administrator or manager, assists in the coordination and implementation of the assigned student services program(s); performs a variety of clerical duties to support the day-to-day activities and workflow of the office as well as relieve the administrator or manager of administrative tasks.

Representative duties include performing a variety of clerical duties and administrative relief functions in support of the assigned Student Services program(s), providing supportive services to department managers, faculty, and staff. Assisting in the coordination, scheduling, and implementation of assigned student services programs and educational assessment tools and schedules. Assisting in budget preparations and expenditure request; tracking and maintaining budget expenditures and notifying manager or administrator of any discrepancies or issues requiring management review. Maintaining and updating records and files of program and staff attendance, department information and related materials such as correspondence, lists, contracts and forms; preparing a variety of correspondence including but not limited to memoranda, emails, and informational materials related to the assigned student services programs as required. Communicating with other District departments and personnel, faculty, students, various outside organizations, institutions, and the public related to the assigned student services program. Reviewing documents for accuracy, completeness and compliance to established procedures, standards, and guidelines. Maintaining appropriate security of assessment materials and results; explaining assessment procedures and appropriate policies and regulations. Interacting with staff and students who use educational assessment tools; receiving inquiries and responding to questions from students and staff regarding assessments and assessment scoring; distributing assessment records to college personnel and students; responding to special requests from students and staff when needed; referring students to appropriate counselors for assessment interpretation and maintaining appropriate confidentiality of information. Operating a variety of modern office equipment and software, and program databases and/or systems. Generating and preparing a variety of standard reports including but not limited to student attendance and program budget expenditures, as required. Serving as receptionist for faculty, staff and students as assigned; receiving and greeting visitors; providing information regarding programs, procedures, and activities of assigned area; directing students, staff, and/or visitors to appropriate staff or departments, when needed. Updating, maintaining, and distributing a variety of program and/or department materials; preparing correspondence related to assigned programs. Performing a variety of clerical and administrative duties in support of the department's day-to-day activities and/or operations including but not limited to greets and directs visitors, answers, responds to callers, and directs incoming phone calls; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion or requests; may perform simple repairs or maintenance standard office equipment.

Knowledge of: District and college policies, procedures, rules, and regulations related to the area of assignment. California Education Code and Title V as it relates to the area of assignment. Federal Educational Rights and Privacy Act (FERPA). District organization, operations, policies, and objectives applicable to the area of assignment. Federal, state, and local laws, codes, and regulations and District policies and practices pertinent to the area of responsibility. Applicable sections of the California Education Code related to the area of assignment. Federal Educational Rights and Privacy Act (FERPA). Registration requirements. Objectives, administration, and regulations related to the area of assignment. Operations, procedures, and objectives of college student services programs. Administrative practices and procedures. Record-keeping, filing, file sharing, and filing system methods and techniques. Effective communication skills both verbally and in writing. Operation of standard program software and equipment. Principles and practices of written communication. Interpersonal skills using tact, patience, and courtesy. Communication techniques, methods, and etiquette. Operation of current technology, software, and equipment. Modern office methods and techniques. Best practices and procedures on use of various office equipment. Correct English usage, grammar, spelling, punctuation, and vocabulary. Computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of the assignment. Effective communication techniques and interpersonal skills using tact, patience, and courtesy. Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to: Independently perform the essential responsibilities of the position. Assist in the coordination and implementation of the assigned college student services programs. Relate effectively to economically and educationally disadvantaged students. Advise and assist students enrolled in various student services programs. Perform a variety of clerical and administrative functions. Read, understand, learn, and apply provisions of the California State Education Code related to the area of assignment. Learn to interpret, apply, and explain rules, regulations, policies, and procedures. Maintain confidentiality of District and student files and records. Update and maintain records and files. Generate and prepare standard reports. Plan, organize, and prioritize workload to meet schedules and timelines. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations. Work well with students with diverse backgrounds. Meet with students which may involve anxiety, conflict, and/or tensions in testing environments. Understand and follow oral and written directions. Work independently with little direction. Understand and follow verbal and written directions. Effectively communicate both verbally and in writing. Type at an acceptable rate of speed, based on the requirements of the department. Compose a variety of correspondence. Memoranda, forms, documents, and spreadsheets. Utilize computer software programs, applications, and databases; computer hardware and peripheral equipment related to the area of assignment. Communicate with students, staff, and the public in person and via a variety of communication modalities using various technology resources. Establish and maintain effective working relationships with those encountered in the course of work.

Education and Experience: High school graduate or General Educational Development (GED); AND one year of progressively responsible experience in an office environment. Or, any combination of education and experience which would provide the required qualifications for the position.

Desired Qualifications: Some college coursework.

Distinguishable Characteristics: The Student Services Program Assistant is responsible for a variety of administrative program support activities related to the assigned program(s) and services, including assistance to students as the first point of contact via in person, telephone, or email; provides guidance to routine questions regarding program requirements and services, scheduling student appointments with appropriate staff, faculty, and/or counselors.

Working Conditions: While performing the duties of this job, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms. Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors and the ability to adjust focus. Employees are frequently required to walk and stand and occasionally lift up to 20 pounds. While performing the duties of this class, incumbents are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; and interact with District, students, vendors and others encountered in the course of work, some of whom are dissatisfied or abusive. Employees work under typical office conditions, with student contact and constant interruptions; the noise level may vary depending on activities of the office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.