Student Services Specialist

West Virginia Northern Community College - Wheeling, WV4.1

24 days agoFull-time

SALARY: $34,200.00 Annually


Provides academic advising to special population students. Manages special population third party agency requirements. Special populations may include WIA/TAA, Veterans, Vocational Rehabilitation and other third party agencies and programs on all campuses.

Internal Job Posting Information:
Staff (12-month position)
Grade 5
Minimum $34,200


  • Manages the Workforce Investment Opportunity Act (WlOA) and Trade Adjustment Act (TAA) programs.
  • Works with representatives from outside agencies providing WIOA and TAA funding from West Virginia, Ohio and Pennsylvania, including local agencies.
  • Keeps track of each state's individual agency's different variations of policies/procedures/guidelines.
  • Completes and sign, as authorized college representative, training contracts for each student.
  • Works with Financial Aid Office, Registrar, Bookstore and Business Office to monitor each student's financial aid information, enrollment status, etc., throughout the length of their participation in the funding program.
  • Monitors each student's progress through each semester.
  • Notify's the agency of student's financial aid awards, enrollment status, grades, and successful or unsuccessful completion of program requirements.
  • Keeps an up-to-date folder for each student as required by participating agency and have files made available for agency viewing when appropriate or required.
  • Monitors FERPA and information sharing agreements according to federal and state guidelines with the students, college and agencies.
  • Works with the Bookstore, Financial Aid, Business Office and IT offices for electronic book voucher process and verifying book voucher processes to student accounts. Manages payments to the Bookstore for purchases and reimbursement from agencies for students as per agency regulations.
  • Works with the Business office to prepare invoices to each agency by semester, for each student receiving funds from WIOA or TAA, or other workforce funding.
  • Also, identifies students who need third party holds and assisting with information for disbursement of funds when received.
  • Prepares degree audits for students, working directly with Registrar's office, division chairs or program directors, to assist students in meeting program requirements and successfully completing within the agency's required timeline.
  • Provides academic monitoring and counseling related to course requirements, program tracking related to student class scheduling, class attendance, online access, and any challenges including direction to academic support services that students may need throughout the semester.
  • Performs required agency follow-up for each participating student, whether successfully or unsuccessfully completing their program, within 90 days of completion/termination, including acquiring employment information and verification from student's employer, if applicable, and providing this information to participating agency.
  • Compiles appropriate information for each college academic program and continuing education programs for the purpose of submitting yearly applications for approvals as a workforce investment training provider for West Virginia, Ohio and Pennsylvania including MAC system and work with faculty, program directors and division chairs to keep current list of books, supplies and expenses related to student approvals.
  • Works with Director of Institutional Research and Career Planning and Placement , Program Manager, Continuing and Community Education to gather individual program participation, completion rates and job placement information for each yearly program application.
  • Advises veteran students on all degree seeking programs and options which involves areas related to financial aid, registration, testing, articulations, academic support, billing (payment options), career placement, admission documents, residency requirements, and occasionally personal matters
  • Provide information on continuing education courses and programs including admission requirements and paperwork, financial aid and veterans benefit options and payment/billing options.
  • Provides guidance to students on selective admissions programs in health science. Serves both day and evening (traditional and adult students) through flexible work schedule.
  • Organizes and administers a comprehensive Veteran's Services Office including the development and facilitation of orientation for new veteran students.
  • Maintains full compliance with Federal regulations and timelines for Veteran's reporting and student requirements in conjunction with the Veterans Certifying Official.
  • Maintains working relationship with area college's in relation to transfer or transient Veteran students.
  • Provides information to students on student degree evaluations and provide information on prior military credit evaluation in conjunction with faculty and Certification Analyst.
  • Establishes working relationship with local Veteran's agencies in six county service area and local detachments.
  • Maintains and develops knowledge of Banner usage for veteran student information and campus support.
  • Works with Financial aid and Business Office to identify veteran's resources for inclusion in state and federal reporting as needed.
  • Works with Records Office in assuring that proper documentation is provided to the Records Office for assessment of prior military credit.
  • Provides guidance to Veteran's of admissions and registration processes including but not limited to awareness of D/F repeat policy, withdrawal policy, health science admissions policies, matriculation policy, undecided student policy and academic advising
  • Represents the institution at veteran functions or functions where veterans would be present for recruitment purposes, such as fairs, open houses, and community programs; participate in the design and implementation of recruitment activities for veterans.
  • Works with each campuses primary campus recruiter. Abilities to travel to campuses and fulfill the counseling role in absence of campus counselor, as needed.
  • Works with the VP of Academic Affairs, Program Directors, and Division Chairs to determine coordination of veteran outreach related to all programs.
  • Serves as liaison to campus counselors and campus service center staff providing current and accurate information on documents and processes for inquiring students.
  • Supplies all forms, applications, materials that are applicable to veteran's services including mailing of forms and facilitate the processing of these forms.
  • Stimulates awareness of the College's role in providing an academic solution for veteran's including those who do and do not have benefits.
  • Assists with issues related to students with military deployment when necessary.
  • Serve as an advocate of Veteran's students. Prepare in conjunction with Community Relations Office, Veterans brochures and marketing information of veterans services.
  • Maintain current knowledge of VA regulations and attend regional training as needed.
  • Develop and keep current web information related to Veterans.
  • Coordinate and communicate with Enrollments Management staff, Institutional Research, and Campus staff concerning veteran's processes and procedures.
  • Coordinate special functions for veterans, in conjunction with the Office of Student Activities and VP of Student Services.
  • Respond when necessary to inquiries about WVNCC's Veterans programs and services.
  • Provide research support for veteran's information as needed. Act in official capacity, as needed representing Veterans services.
  • Serve as institutional veterans certifying official with responsibility for reporting the enrollment status of veterans and other eligible persons.
  • Use basic forms and VAOnce website to keep VA informed of enrollment certification, change in student status which affects enrollment status, and monitor the course registration of benefits.
  • Attend VA training opportunities. Maintain records of certified VA students and make all records available for inspection. Certify in accordance with school's Yellow Ribbon agreement and track the number of students enrolled under Yellow Ribbon and make listing available to Business Office.
  • Maintain and process Veteran student Standard of Progress.
  • Performs other job related duties as assigned.


Master's Degree, required.
Bachelor's Degree with additional experience may be considered

Work Experience:
Two Years Customer Service Experience
One Year Higher Education Experience
One Year Academic Advising, Student Recruitment, or other related experience working with students.

Driver's License, required


  • Ability to perform and prioritize multi-task
  • Ability to maintain needed website info
  • Ability to meet and work with higher education students with identified additional agencies
  • Excellent computer skills
  • Excellent customer service skills
  • Excellent organizational skills
  • Knowledge of computer information systems (preferably SCTBanner system)
  • Knowledge of Federal Educational Rights and Privacy Act
  • Knowledge of institutional and state policies and procedures
  • Knowledge of veterans, workforce and special populations requirements

West Virginia Northern Community College, pursuant to the requirements of Titles IV, VI, VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, does not discriminate against applicants, employees, or students on the basis of race, color, religion, sex, disability, age, gender, ancestry, marital or parental status or national origin in its employment policies and/or educational programs or activities, including admissions to such. Inquiries concerning this rule should be directed to Chief Human Resource Officer who is designated coordinator for Title IX and Section 504.

An Affirmative Action/Equal Opportunity Employer

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Job Type: Full-time

Salary: $34,200.00 /year