Student Services Specialist

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Student Services Specialist

Salary

$49,758.00 - $67,084.00 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-039-19

Division

Orange Coast College

Department

SS/Enrol/InternCTR

Opening Date

04/05/2019

Closing Date

4/26/2019 11:59 PM Pacific

Definition

About Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC's has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).  The Department of Education grant which funds this position is part of our work as a minority-serving institution.

Summary
Performs a wide range of administrative, programmatic, and technical duties in support of student services programs. Coordinates and supports the delivery of daily activities and operations involving a broad range of student services activities within the Global Engagement office. Works closely with administration, faculty, management, external entities, staff, and students.
 
Distinguishing Career Features
The Student Services Specialist is the mid-level classification in the Student Services series. This class is distinguished from the Student Services Assistant, which performs entry-level administrative functions and more basic duties in support of the assigned program, division or area; or the Student Services Specialist Senior, which performs a broader range and/or more complex program support and/or specialized functions related to the area of assignment, program, department, or office.
 
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:

  • Coordinates the front desk operations, projects and activities the Global Engagement Center.
  • Provides information and resources to potential and current international students, study aboard students, and participants in international and multicultural events.
  • Provides technical information to students, instructors, counselors, and others in the assigned program.
  • Works with students, counselors, instructors, and other staff to address students' needs within the assigned program; advocates for student needs.
  • Creates, maintains, and delivers program resource information, presentations, reports, correspondence, and promotional materials.
  • Assists with preparation and planning schedules for workshops, informational sessions, and program orientations for new and/or prospective program participants.
  • Provides information and technical assistance regarding specialized program guidelines and applicable state and federal laws, college and program policies, rules, and regulations.
  • Interprets and conveys specialized program guidelines and applicable state and federal laws, college and program policies, rules and regulations, to students, instructors, counselors, and others.
  • Meets with prospective and enrolled students individually and in groups to provide program-related guidance and advisement.
  • Prepares, designs and maintains correspondence, reports, presentations, brochures, and various program materials.
  • Collects, updates, and maintains relevant confidential student information in student database and files, and/or special program databases, and/or additional corresponding reporting systems.
  • Monitors and responds to requests for service, and refers/schedules student appointments for program services, as needed; maintains records related to student changes and/or needs.
  • Assists with verification and review of submitted program forms for completeness, accuracy, and quality control against established policies and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Assists with hiring process for student assistants and subordinate staff, as assigned.
  • Schedules, trains, and provides work direction to student assistants and/or subordinate staff, as assigned.
  • Researches and assists in analyzing and interpreting guidelines and regulations associated to assigned program.
  • Coordinates workflow and the implementation of policies and procedures.
  • Performs technically complex and difficult student advising and processing with minimal supervision.
  • Assists with data collection for the preparation and dissemination of program reports and maintains necessary database records.
  • Develop, create, maintain, and disseminate program communication materials.
  • Plans, organizes, facilitates and assesses, co-curricular student activities, excursions, and events.
  • Serves as program liaison on campus, district-wide, and among external entities such as community organizations, local and state institutions, and partner organizations.
  • May serve as a Designated School Official to be able to access the Student Exchange and Visitor Information System (SEVIS).
  • Performs other duties as assigned that support the overall objective of the position.

Qualifications and Physical Demands

Minimum Qualifications
 
Knowledge and Skills:
The position requires working knowledge of the principles and practices associated with assigned program within the higher education environment. Requires basic knowledge of and use of learning, and communication tools and technologies.  Requires proficient knowledge of computer applications including common office productivity software, internet, and software applications and platforms supporting academic and higher education in general. Requires proficient knowledge of specialized, program-specific computer applications or reporting databases. Requires sufficient math skills to read, record, and understand statistical data and concepts. Requires sufficient English language and writing skills sufficient to prepare materials and reports. Requires well-developed oral communication skills to convey concepts in individual and group settings in College and community-based meetings. Requires intercultural communication skills and cultural competency to work cooperatively with a diverse population of students and service providers.   
 
Abilities:
Requires the skill sets to perform the responsibilities of the position including delivery of student service, advisory, and advocacy services. Requires the ability to learn, interpret, and apply District, State, and Federal requirements and objectives for academic achievement.  Requires the ability to work cooperatively with students, faculty and staff, as wells as and external service providers, families, community organizations, and other agencies.  Requires the ability to exercise independent judgement. Requires the ability to develop and maintain active advocacy relationships with students.  Requires the ability to organize and prioritize work, manage time, to meet established program deadlines. Requires the ability to communicate in a professional manner, orally and in writing, in both formal and informal settings with students, faculty, staff, managers, and others involved with the program.  Requires the ability to maintain confidentiality.

Education and Experience:
The position requires an Associate's degree in social science, education or related field along and two (2) years in a highly responsible technical/administrative support capacity, involving frequent customer contact, preferably in an educational environment. Or, any combination of education and experience that would meet the required equivalent qualifications.
 
Licenses and Certificates:
May require a valid driver license. May require proof of US citizenship or Permanent Resident Status, if federal database access is required.

Physical Abilities:
Requires the ability to function in office, classroom, and outside environments, engaged in work of a predominately sedentary nature. Requires sufficient physical ability to move to work locations. Requires the ability to grasp, reach, push, and pull and move light weight work materials and supplies. Requires sufficient arm, hand, finger dexterity to use a personal computer keyboard, multimedia, and other office equipment. Requires sufficient hearing and speaking skills to project voice and communicate with staff, students, parents and other practitioners in small group settings and in one-on-one conversations. Requires visual acuity to interact in-person with students, faculty, staff and others, and to read printed materials and computer screens.

Working Conditions:
Work is performed indoors where minimal safety considerations exist.
 

Conditions of Employment

This is a regular full-time, 12-months per year classified position. The normal hours of work will be 8:00 a.m. to 5:00 p.m., Monday through Friday.  The effective date of employment will be arranged with the supervisor.
 
Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference:  BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive.  Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
 
The deadline to apply is 11:59 p.m., April 26, 2019. Application materials must be electronically submitted online at http://www.cccd.edu/employment. Incomplete applications and application materials submitted by mail will not be considered.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://www.cccd.edu/employment. Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting.  Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.
 
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.
 
Application Requirements:
To be considered for employment you must submit a complete application packet. A complete application packet includes:
  • A complete online Classified/Management Employment Application.
  • A current resume. (Attached as a separate document.)
  • A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  • Answers to Supplemental Questions. (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A", or leave blank).
 
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
 
Any documents that you are unable to attach can be emailed to jobs@cccd.edu. Emails must clearly indicate the job you are applying to and your name.
 
Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4716 OR (714) 438-4713.
 
The Coast Community College District is a multi-college district that includes Coastline
Community College, Golden West College, and Orange Coast College. The three colleges
offer programs in a transfer, general education, occupational/technical education, community services, and student support services. Coastline, Golden West and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
 
Coast Community College District is an Equal Opportunity Employer
 
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
Please describe your experience working with international students, students who are learning English, and study abroad.
02
Please describe your experience with a front desk office that provides service to diverse groups of students.
03
Please describe your experience in processing admissions for a college or university and in particular admission for international students.
04
Describe your experience working in a diverse environment and describe how you view diversity in higher education.
05
Describe your experience with the Student Exchange and Visitor Information System and the regulations concerning F1 students.
06
Describe your experience in collaborating with offices or departments other than the one you work for.
07
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed Coast Community College District Online Employment Application 2. A current resume (uploaded as a separate attachment - PDF recommended) 3. A cover letter (uploaded as a separate attachment - PDF recommended) 4. Responses to supplemental questions (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume", or "N/A" or leave blank)
  • Yes
  • No

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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