Basic Function

Under the direction of an administrator or manager, performs specialized project, administrative, and technical responsibilities within a student services area. Representative Duties

Provides technical information and assistance through various modalities including but not limited to in person, phone, email, chat, and video conferencing to students, staff, and the public related to the area of assignment;

advises students of program requirements, eligibility, and / or status. E

Schedules appointments for students and staff; utilizes a variety of software applications and available resources to provide program information and assistance;

explains department and / or program policies, procedures, and functions according to established guidelines. E

• Collaborates with internal District and college departments to coordinate communications and activities for distribution to faculty, staff, students, educational institutions, government and private agencies, and the public. E
• Creates, updates, and maintains a variety of simple to moderately complex forms, documents, records, files, and filing systems;

ensures the confidentiality of information is maintained to District and college guidelines. E

• Updates and maintains assigned department website pages and / or social media platforms; disseminates information through various communication platforms including but not limited to newsletters, emails, videos, and social media posts. E
• Plans, schedules, and facilitates a variety of program and / or department activities including but not limited to meetings, workshops, trainings, orientations, and special events for a wide variety of activities, as assigned;

creates and distributes various advertising, marketing, and / or informational materials related to special events, programs, and services. E

Tracks and monitors department budget expenditures; works with vendors and / or contractors to request quotes for service;

prepares and submits requisitions, purchase orders (POs), and work orders. E

• Gathers, extracts, and compiles data; prepares standard reports and records; prepares department and / or program correspondence and communications. E
• Receives and responds to requests for information from District administration, management, faculty, students and external agencies or institutions as the requests related to the area of assignment. E
• Guides and informs students of District, college, department, and / or program procedures, requirements, and restrictions;

assists students with completion of forms and applications; reviews for accuracy, completeness, and compliance to requirements. E

Reviews and processes various applications and forms; verifies records for any status changes; requests transcripts, records, and other information;

registers students, updates student records, prepares and generates appropriate reports, and verifies student information, as needed. E

• Meet with students in one-on-one appointments to assist with requirements related to special programs; engages in outreach efforts. E
• Operates a computer, peripheral hardware, and equipment, and utilizes a variety of programs and software to perform the essential responsibilities of the position. E
• Performs a variety of clerical and administrative responsibilities in support of the department’s day-to-day activities and / or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms;
• 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 of requests; may perform simple repairs or maintenance to standard office equipment. E

• Trains and provides work direction to student assistants, student workers, and short-term, temporary staff; may participate in the hiring process, as requested. E
• May transport students to special events in a college issued vehicle, as needed.
• Performs related duties that support the overall objective of the position.

The Americans with Disabilities Act (ADA) requires us to identify the essential (E) duties / functions of the position. We have indicated those duties with an E on the job description.

Knowledge and Abilities 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, functions, rules, policies, and procedures applicable to the area of assignment.
• District administrative policies and procedures related to budget, fiscal, and purchasing documents and maintenance of department, college, District, and public records.
• Applicable federal, state, and local laws, codes, regulations, policies, technical process, and procedures related to the area of assignment.
• Programs, processes, trends, and available resources on and off campus related to the area of assignment.
• College admissions, various programs, and services related to the area of assignment.
• Policies, procedures, rules, and regulations related to grants and special funding sources for District-wide and college programs.
• Office administrative and management practices and procedures.
• Principles and practices of sound business communication.
• Correct English usage, spelling, grammar, punctuation, and vocabulary.
• Basic research techniques, methods, and procedures applicable to the area of assignment.
• Methods of collecting and organizing pertinent data and information.
• Principles of basic business communications and report writing.
• Techniques for providing customer service by effectively dealing with the public, vendors, students, and college staff.
• Modern office practices, procedures, equipment, methods, and techniques.
• Principles and procedures of recordkeeping, reporting, filing, and file sharing methods and techniques.
• Methods and techniques of record keeping, files, filing systems, and shared files.
• Telephone techniques and etiquette.
• Basic arithmetic, financial, and statistical methods, and techniques.
• Computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of the assignment.
• Standard office equipment and computer peripherals.
• Effective communication skills both verbally and in writing.
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Record-keeping, filing, file sharing, and filing system methods and techniques.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

ABILITY TO :

• Independently perform the essential responsibilities of the position under general guidance from an administrator or manager.
• Read, understand, interpret, and apply policies, procedures, rules, and regulations.
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures.
• Learn and apply emerging technologies to perform duties in an efficient, organized, and timely manner.
• Work effectively with students with special needs.
• Provide student support and direction to available resources.
• Compose general correspondence and prepare documents from limited instructions.
• Understand and follow written and oral instructions.
• Demonstrate presentation and public speaking skills.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Prepare clear, accurate, and concise records and reports.
• Exercise tact and diplomacy in dealing with sensitive and moderately complex issues and situations.
• Operate modern office equipment including personal computers, software, hardware, and peripherals.
• Perform administrative support duties related to the area of assignment.
• Organize, research, and maintain complete and extensive office files.
• Compose correspondence and prepare documents from verbal and written directions.
• Set up, prepare, and facilitate telephone and video conferencing.
• Type accurately at an acceptable rate of speed.
• Complete work efficiently with constant interruptions.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing.
• Prepare clear, accurate, and concise standard records and reports.
• Maintain sensitive and confidential information.
• Update and maintain a variety of records, reports, files, and file-sharing systems.
• Maintain confidentiality and employ discretion in handling and processing confidential information and data.
• Coordinate, plan, and schedule special events, meetings, and workshops related to the area of assignment.
• 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.
• Work with diverse student communities; create safe spaces for unrepresented and special population students.
• Establish and maintain effective and cooperative working relationships with those encountered during the course of work.
• Associate degree with college coursework in a related discipline; AND
• Two (2) years of administrative experience related to the area of assignment.
• Experience involving students and outreach in an educational environment.
• Or, any combination of education and experience which would provide the required qualifications for the position.

Equivalencies Foreign Degrees

Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date.

Certification must be attached with copies of transcripts.

License Certificates / Credentials

• Possession of, or ability to obtain, a valid driver license.
• Insurable driving record throughout the course of employment in a position requiring transporting students or using a District or college vehicle.
• May be required to travel for various off-site meetings, trainings, conferences, and or events in support of the overall objective of the position.
• Desired Qualifications Bachelor’s degree in a related discipline. Distinguishable Characteristics Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work under typical office conditions, with constant interruptions; noise level may vary depending on activities of the office.

Physical Demands

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, use of both eyes, 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. Mental Demands

• 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.

Position Description Applications are currently being accepted for Student Services Assistant. This is a short- term position.

Last updated : 2024-04-27