Programs and Services Specialist-Substitute

Job Title

Under direction, performs specialized technical and administrative support duties related to the administration of student programs and services; serves as a technical resource to students, employees, and the public; plans, coordinates, and conducts outreach activities; advises and guides students regarding the requirements to participate in student programs and/or receive specific student services, and performs other related duties as assigned.

Examples of Duties

The following duties and responsibilities are typical of those performed in this classification.

Duties Related to Program/Student Service Operations:

• Serves as a technical resource to students, employees, and the public with regard to areas of assignment; responds to inquiries and provides information about complex services and benefits; refers students to student and community resources; may interview students individually to assess their needs and challenges and determine what student services will help them meet their needs.
• Plans, coordinates, and conducts student orientations, workshops, and/or outreach activities to inform students of available programs and services, explain related requirements, and recruit student participation in specific programs and services and assist them in setting educational and other goals.
• Advises and guides students regarding the requirements to receive specific program or student services; explains program/service policies and procedures; interviews and screens students for compliance with complex service eligibility requirements; accepts student applications and/or awards funds or services in accordance with established criteria and requirements.
• Monitors students' status to verify ongoing program or service eligibility; verifies enrollment, course loads, academic progress, work authorizations, and/or visa status; notifies students of issues such as pending document expiration dates; prepares enrollment verifications and other documents as required pertaining to changes in status; reviews student academic plans to ensure compliance with student program or service requirements.
• May administer student career assessments in order to provide students with educational or career planning guidance.
• May assists students with admission processes, including the completion of forms and registration documents; researches, receives, and processes transcripts and other documents to verify student attendance in required classes and other services, screens for prerequisites or graduation requirements, or identifies other information needed to receive services; may facilitate and coordinate student enrollment in required or optional student services.

Duties Related to Program/Service Administrative Support:

• Researches and resolves account discrepancies; receives and processes invoices for payment; submits reimbursement requests; withdraws and deposits funds to accounts; prepares purchasing documents as authorized; orders office supplies and maintains inventories.
• Searches databases and record systems to gather, compile, and report information; verifies and makes entries and notations in manual or automated systems; prepares reports for state and federal authorities, and administration; searches records and provides information and reports to management and/or other staff as required.
• Recommends procedures and processes to improve program fiscal and/or administrative efficiency; develops/maintains data management tools
• Assists with the maintenance of secure and confidential student files and records; sorts, codes, files, and retrieves materials using standard alphabetical, numerical, or other manual and computerized filing systems; enters data and maintains student databases; releases records in accordance with applicable legal and policy requirements.
• May prepare documents such as event calendars, orientation rosters, and correspondence; assists with developing and posting social media information and may maintain websites; develops and maintains logs and records pertaining to office operations; may prepare requests for grants.
• Plans and coordinates activities and events, including logistical arrangements related to event locations, speakers/instructors, refreshments, and other matters.
• May maintain and update program or service websites and social media accounts.
• May assist with special projects; may conduct surveys and analyze/compile survey information.
• May provide work direction to lower-level employees, temporary employees and/or student workers.
• Performs other related duties as assigned.

Minimum Qualifications

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

Associate's degree or equivalent from an accredited college or university.

Three (3) years of clerical or office administrative experience assisting students, including two (2) years providing technical support in an academic setting.

Licenses/Certifications/Other Requirements:

Depending on the assignment, experience in a specific student program or service area may be required.

Knowledge of:

• Principles and practices related to payroll, purchasing, inventory control, and office systems development/maintenance.
• Academic support services available to students.
• Automated recordkeeping techniques.
• Principles and practices of bookkeeping.
• Technical methods of data organization, collection, research, and reporting.
• Methods of prioritizing, planning, and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Methods of filing information using alpha, numeric, and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to:

• Gather, compile, and evaluate statistical and financial data and records.
• Evaluate student records and information to identify eligibility for assigned student services.
• Utilize computerized programs to accurately maintain data and generate a variety of customized reports.
• Present clear and concise oral and written reports.
• Research, apply, and explain the laws, regulations, policies and/or procedures applicable to areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare correspondence and other documents using standard business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical and Mental Standards:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write, and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others, including extensive public contact; frequent deadlines and time-limited assignments.

Environmental Conditions:

Work is primarily performed in a standard office environment.

Additional Information

This position requires the following documents to be attached to your online application in order to be considered:

Commitment to Diversity and Equal Employment Opportunity Employer

GCCD values diversity and recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides meaningful role models for all students. Our hiring processes support equal opportunity, diversity, and provide equitable consideration for all candidates.