JOB
THIS POSITION IS FOR TRANSFER CCCD CANDIDATES ONLY.
IF YOU ARE NOT A CURRENT TRANSFER CANDIDATE WITH CCCD, PLEASE DO NOT APPLY AT THIS TIME.
This position is grant funded, continuation of this position is contingent on funds available in the grant.
Summary
Performs a full range of administrative, programmatic, and technical duties in support of student services programs. Coordinates and supports delivery of daily activities and operations involving a broad range of student services activities within a special program area/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, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
1. Coordinates projects and activities for a student services program.
2. Provides technical information to students, instructors, counselors, and others in the assigned program.
3. Works with students, counselors, instructors, and other staff to address students’ needs within the assigned program; advocates for student needs.
4. Creates, maintains, and delivers program resource information, presentations, reports, correspondence, and promotional materials.
5. Assists with preparation and planning schedules for workshops, informational sessions, and program orientations for new and/or prospective program participants.
6. Provides information and technical assistance regarding specialized program guidelines and applicable state and federal laws, college and program policies, rules, and regulations.
7. 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.
8. Maintains approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.
9. Researches and may reconcile expenditures, initiates budget allocation changes and reassignments of funds to and from various accounts, works with accounting staff to ensure compliance with business practices and regulations.
10. Meets with prospective and enrolled students individually and in groups to provide program related guidance and advisement.
11. Prepares, designs, and maintains correspondence, reports, presentations, brochures, and various program materials.
12. Collects, updates, and maintains relevant confidential student information in student database and files, and/or special program databases, and/or additional corresponding reporting systems.
13. 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.
14. Verifies and reviews 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.
15. Assists with hiring process for student assistants and other staff, as assigned.
16. Schedules, trains, and provides work direction to student assistants and/or other staff, as assigned.
17. Researches and assists in analyzing and interpreting guidelines and regulations associated to assigned program.
18. Coordinates workflow and the implementation of policies and procedures.
19. Performs technically complex and difficult student advising and processing with minimal supervision.
20. Assists with data collection for the preparation and dissemination of program reports and maintains necessary database records.
21. Develops, creates, maintains, and disseminates program communication materials.
22. Plans, organizes, facilitates, and assesses, co-curricular student activities, excursions, and events.
23. Serves as program liaison on campus, District-wide, and among external entities such as community organizations, local and state institutions, and partner organizations.
24. Performs other related duties as assigned that support the objective of the position.
25. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics. EXAMPLE OF DUTIES
Knowledge and Skills
1. Requires working knowledge of the principles and practices associated with assigned program within the higher education environment.
2. Requires basic knowledge of and use of learning, communication tools, and technologies.
3. Requires proficient knowledge of computer applications including common office productivity software, internet, and software applications and platforms supporting academic and higher education in general.
4. Requires proficient knowledge of specialized, program-specific computer applications or reporting databases.
5. Requires general knowledge to support curriculum development processes, to know recording and monitoring of master calendar and school schedules, interpret budget information, and processing of payroll transactions.
6. Requires sufficient math skills to read, record, and understand statistical data and concepts.
7. Requires sufficient English language and writing skills sufficient to prepare materials and reports.
8. Requires well-developed oral communication skills to convey concepts in individual and group settings in college and community-based meetings.
9. Requires intercultural communication skills and cultural competency to work cooperatively with a diverse population of students and service providers.
Abilities
1. Requires the ability to perform the essential responsibilities and functions of the position.
2. Requires the ability to learn and apply knowledge to support curriculum development processes, to know recording and monitoring master calendar and school schedules, interpret budget information, and processing of payroll transactions.
3. Requires the ability to prepare spreadsheets, graphs and charts.
4. Requires the skill sets to perform the responsibilities of the position including delivery of student service, advisory, and advocacy services.
5. Requires the ability to learn, interpret, and apply District, state, and federal requirements and objectives for academic achievement.
6. Requires the ability to work cooperatively with students, faculty and staff, as well as external service providers, families, community organizations, and other agencies. 7. Requires the ability to exercise independent judgement.
8. Requires the ability to prepare spreadsheets, graphs, and charts.
9. Requires the ability to learn about basic budgeting and information systems used by the department/division/college within a reasonable time frame.
10. Requires the ability to develop and maintain active advocacy relationships with students.
11. Requires the ability to organize and prioritize work and manage time to meet established program deadlines.
12. 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.
Physical Abilities
1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
2. Essential functions will vary by position.
3. As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.
Education and Experience
The position requires an Associate’s degree in social science, education or related field along and two 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 which would provide the required equivalent qualifications for the position.
AND
Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.
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.
Working Conditions
Work is performed indoors where minimal safety considerations exist.
This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job. SUPPLEMENTAL INFORMATION
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. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and 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. The Coast Community College District is a multi-college district that includes Coastline, Community College, Golden West College, and Orange Coast College.
Coast Community College District Title IX:
https://prod.cccd.edu/employees/hr/title9/index.html
This direct link
2024 Coast Community College District Annual Security and Fire Safety Report(Download PDF reader) is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018 - 2021 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.
