Substitute Counseling Assistant (Short-Term/Temporary)

This is a recruitment for a short-term/temporary position. 40 hours per week. M-F (8am-5pm)

DEFINITION

Under general supervision of a Student Services Dean or Director, perform a variety of clerical duties involved in scheduling counseling appointments, provide a welcoming presence, organize and manage the Counseling Department scheduling and check in area, assist in the implementation of the Student Support and Success Program core activities, and perform other related duties as required.

DISTINGUISHING CHARACTERISTICS

The Counseling Assistant is distinguished from other classes in that the incumbent is responsible for running a high volume office that carries out Student Support and Success Program core activities, performs clerical duties related to scheduling appointments and providing assistance with departmental activities and events, which requires  knowledge of college and statewide regulations, and the ability to give accurate information to students utilizing independent judgment in a variety of situations which require tact, discretion, and courtesy.

Incumbents in this position support student learning outcomes and institutional effectiveness by creating an office environment that allows students, staff and faculty to conduct District business in an effective and efficient manner thus increasing the access and success of students.

As a substitute until the permanent position is filled, the job duties may be a subset of the below essential functions.

ESSENTIAL FUNCTIONS

Greet and work with the public, students, and college staff as they seek to access counseling and orientation services;

• Disseminate information about counseling and orientation services;
• Interpret college policies and procedures and provide instruction to the public, students, faculty, and staff as related to counseling and orientation services;
• Prepare correspondence, labels, flyers, brochures, and notices as necessary;
• Assist in development of outreach on and off campus to increase the awareness of counseling and orientation services;
• Answer multiple phone lines and assist caller or forward as appropriate;
• Receive email inquiries regarding appointments and reply or forward as appropriate;
• Open and classify incoming mail and other information;
• Schedule student appointments using department established scheduling software;
• Provide students with appointment reminders by utilizing the appointment reminder functions of scheduling software or by another method deemed appropriate;
• Create and maintain calendars, schedules, and other functions of department established scheduling software;
• Provide chair, dean, and/or director with reports from scheduling and tracking software;
• Prepare student files (records and transcripts) in preparation for student appointments with counselors;
• Update, notes, contact records, and other student tracking data in scheduling software and student information system;
• Maintain referral list of on and off campus support services;
• Recruit, orient, train, and oversee student employees;
• Work independently with a minimum of supervision;
• Assist with counseling, orientation, and student success activities;
• Communicate effectively orally and in writing;
• Process forms, as needed, distributing to appropriate departments;
• Maintain accuracy of information through attendance at staff meetings and workshops;
• Participate in IPPR Process;
• Assist counseling department faculty and staff with clerical tasks; and
• Perform other related duties as required

QUALIFICATIONS
Education:

Required

• Graduation from high school or equivalent;

Preferred

• Associate Degree;
• Bilingual in English and Spanish (oral and written).

Experience:

Required

• Two years increasingly responsible clerical experience including daily contact with the general public.

Preferred

• Previous student support position in secondary or higher education setting.

 Knowledge of:

• Office management techniques and organizational skills;
• Current technologies, personal computer, and associated office software such as word processing, spreadsheet, presentation, and/or database software;
• Correct usage of English, grammar, spelling, punctuation, and vocabulary; and
• District policies and procedures.

 Ability to:

• Understand, interpret, and apply laws, regulations, policies, guidelines and procedures;
• Maintain confidentiality;
• Operate a word processor, computer terminal and file scanner;
• Work independently with minimal supervision;
• Establish and maintain cooperative working relationships with those contacted in the performance of duties; and
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.

 Physical ability to: 

•  Establish and maintain cooperative working relationships with those contacted in the performance of duties; and
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and of staff and students with physical and learning disabilities.

 Physical ability to:

• Read and comprehend printed matter and text and data on computer monitors;
• Communicate intelligibly and effectively via speech, telephone, written correspondence, and/or email;
• Sit or stand for extended periods of time;
• Lift and/or carry 25 pounds; and
• Exert manual dexterity sufficient for keyboard and other office equipment operation.

License and Certificates (current within the last year or must be continuously current):

Required

• Valid driver's license and eligible to obtain California driver's license upon hire

This is a recruitment for a short-term/temporary position. 40 hours per week. M-F (8am-5pm)

Selected applicants will be contacted for an interview.