Senior Counseling Office Assistant (one or more positions)

Irvine Valley College

Mission Viejo, CA

ID: 7052293 (Ref.No. P0003469)
Posted: November 21, 2019
Application Deadline: Open Until Filled

Job Description

10-Irvine Valley College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible
employees, which includes medical and dental insurance, a vision-care plan, life
insurance and dependent life coverage, accidental death and dismemberment
coverage, and a long-term disability income-protection plan. All premiums are
fully paid by the District. Mandatory retirement incentive is with California Public
Employees Retirement System (CalPERS).

Summary Description:

Under direction from assigned supervisory or management staff, organizes, coordinates, and participates in the front office functions of the assigned counseling office; trains and provides work direction to staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; maintains a variety of records and files and generates a variety of statistics and reports; and serves as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system.

Knowledge of:

Operations, services, and activities of a college counseling center.
Work organization and office management principles and practices specific to counseling office.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
Methods and techniques used to respond to students with a variety of counseling requests, both personal and academic.
Operational characteristics and capabilities of the automated counseling scheduling and reporting system.
Office assistance and support duties applicable to a counseling office.
Student services available at a community college.
Confidentiality requirements applicable to office reports and records.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of record keeping.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic mathematical concepts.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Coordinate counseling front office activities and ensure adequate coverage to meet student needs.
Organize, coordinate, perform, and oversee specialized office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information.
Plan and organize work to meet schedules and changing deadlines.
Establish, review, and revise office work priorities.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Prepare and maintain procedure manuals.
Use sound judgment in recognizing scope of authority.
Participate in the preparation and administration of assigned budgets.
Schedule appointments for a large number of individuals in a high-volume setting.
Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
Independently compose and prepare correspondence and memoranda.
Type or enter data at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Implement and maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate and ensure proper functioning of counseling office scheduling and reporting system.
Serve as primary liaison with systems representatives for the automated counseling scheduling and reporting system.
Troubleshoot system malfunctions and irregularities and perform user functions within established authority.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.


Three years of responsible clerical experience including two years of counseling or other related office experience that included responsibility for scheduling appointments for a large staff.

License or Certificate:

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

The information you provide on your application will be used to determine your qualification for this position. Be sure your application reflects all relevant work experience. Applicants must complete all sections of the application. Incomplete applications will not be considered.

Please do not add photographs or confidential data (e.g. social security #, birth date, etc.) to your application package.

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Duties and Responsibilities

Organize, coordinate, and manage front office functions of the assigned counseling office; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; serve as liaison between counselors, staff, and student workers; participate in developing and updating policies and procedures.

Train and provide work direction to assigned staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established regulations and administrative policies.

Serve as the primary contact person for issues related to the automated counseling scheduling and reporting system; perform user functions to resolve problems; contact vendor representatives and programmers to report malfunctions and irregularities; serve as liaison to college departments and provide user training.

Oversee and coordinate a variety of duties related to counselor calendar and schedule planning; oversee and participate in the preparation of permanent schedules at the beginning of each semester and during the summer session; oversee and participate in inputting counselors’ schedules and review/verify schedule for accuracy; participate in coordinating weekly counselor schedules and monitor scheduling system daily in regards to changes involving student cancellations and appointments, scheduling of new appointments, and counselor emergencies.

Serve as receptionist for assigned areas; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; respond to questions regarding other student services areas and provide information; refer callers to appropriate staff for further assistance as needed.

Perform a variety of support duties related to counseling office activities; provide counter support; screen students to determine if counseling needs are personal or academic; schedule counseling, screening, intake, or psychological appointments with appropriate staff member or refer student to other agencies and departments.

Prepare and retrieve files for scheduled appointments; prepare information for counselors including student academic transcripts, current schedule information, and history reports.

Interact with students in a variety of situations and respond to requests for assistance; contact crisis counselors for immediate counseling as needed.

Prepare and generate a variety of reports, records, and statistics related to counseling information, operations, and functions; prepare and file absentee reports for all counselors.

Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.

Monitor student tracking activities; record attendance; phone students to schedule screening, intakes, accommodations, academic, and/or psychological appointments; send letters to students as required.

Perform a variety of general clerical duties in support of office operations; access files and information on computer system; input information and data; copy materials; order office supplies and materials.

Provide matriculation English, reading, and math test results; provide information concerning upcoming tests.

Develop a variety of forms for faculty, staff, and student use; order and maintain supply of forms, applications, brochures, and informational packets.

Plan and coordinate efforts of the assigned counseling office with other departments; coordinates with staff of other departments to ensure effective coordination of counseling operations and functions.

Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.

Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Perform related duties as required.


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