Student Services Specialist, Categorical (one or more positions)

Irvine Valley College

Mission Viejo, CA

ID: 7062893 (Ref.No. P0016676)
Posted: August 31, 2020
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:

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Under direction from higher level supervisory or management staff, performs a variety of complex duties involved in providing information and support relating to various Student Services programs including assistance with admissions, matriculation, financial aid, and supportive services including, but not limited to, EOPS and DSPS.

Knowledge of:

District policies related to student services.
Federal, state, and local laws, policies, procedures, rules and regulations pertaining to student admissions, matriculation, financial aid and supportive services.
Methods and techniques of advising students regarding student supportive programs.
Institutional and community resources available to assist a diverse student population.
Methods and techniques used in public relations and providing customer service to a diverse population.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of business letter writing and basic report preparation.
Principles and procedures of record keeping.
Interpersonal skills using tact, patience, and courtesy.
Effective oral and written communication skills.
English usage, spelling, grammar and punctuation.

Ability to:

Interpret and apply federal, state and local policies, procedures, laws and regulations.
Interpret and apply District procedures and policies pertaining to assigned area of responsibility.
Respond to difficult and complex inquiries and requests from students, staff, or the public; effectively present information in person or on the telephone.
Identify and assess student needs and assist students in locating appropriate resources.
Provide information regarding college admission, matriculation, financial aid programs, and student supportive services.
Analyze and verify a variety of financial data and evaluate student ability to pay for education.
Prepare and award well balanced financial aid packages based upon determined needs.
Maintain current knowledge of assigned area.
Independently compose and prepare correspondence and memoranda.
Compile and analyze data and prepare related reports.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technology and learn applicable software applications.
Type or enter data at a speed necessary for successful job performance.
Use correct English grammar, spelling, punctuation, and vocabulary.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work and apply knowledge independently and effectively with minimal supervision.
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 two years of college level course work in finance, accounting, business administration, public administration or a related field.


Three years of increasingly responsible clerical and routine technical experience in a college student services area, including experience in a financial aid office or similar environment that provides the requisite knowledge.

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 other locations, such as local high schools, to conduct work.

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 a 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, academic and classified 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; and to verbally communicate to exchange information.
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:

This position is contingent upon funding by the California College Promise.

Duties and Responsibilities

Participate in planning, organizing, and coordinating the daily office operations of assigned area.

Provide technical information on programs and services available; assist students in completing required forms and in locating services available in and out of the College; determine student eligibility based on program criteria.

Maintain working knowledge of standard operating procedures within the area of assignment, and of legislation directly affecting programs and services offered to or by students; interpret District, state and federal regulations and policies to provide accurate information and services to students and staff.

Screen and assess student needs and eligibility for services; direct students to appropriate resources; assist students with registration procedures and class selection.

Provide information and assistance regarding the availability of specific majors; provide information on two- and four-year programs, certificate programs, and financial aid and scholarship opportunities; refer students to academic counselors as appropriate.

Assist and advise students applying for federal, state and institutional financial aid programs; research available options and sources; discuss various eligibility criteria and explain ineligibility as necessary; interpret and explain the District’s financial aid policies and procedures; provide students with proper applications, documents, forms, and reading materials.

Assist and advise students on loan default and its consequences; ensure student compliance with pertinent rules and regulations; maintain knowledge of current financial aid procedures and regulations.

Analyze and verify financial data and evaluate student and parent ability to pay for education; evaluate and verify financial aid applications to determine eligibility requirements including parent and student income and assets, household size, untaxed income, investments and business assets and debts.

Prepare and award well balanced financial aid packages based upon determined needs; disperse award notification; advise students on terms, conditions, requirements and limitations of awards.

Assist veterans and eligible dependents with required documentation to file for educational benefits; review and make copies of all documentation including personalized academic plans; maintain records and required documentation.

Coordinate student services activities with other District offices and departments; coordinate support programs at the ATEP campus.

Prepare and maintain detailed records and documentation of services provided; compile data, and prepare and type reports and correspondence.

May participate in organizing and conducting various activities targeted at new or returning students and/or potential students; assist in preparing and distributing appropriate material; assist in event planning activities; participate in presenting information at orientation sessions and workshops.

May represent the College at on- and off-campus meetings, conferences, community events, and high school career and college fairs; serve as liaison with other departments and community resources/organizations.

Attend and participate in workshops to remain current and up-to-date on program requirements.

Perform related duties as required.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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