Program Outreach Specialist, Categorical Lateral and External Opening (one or more positions)

Saddleback College

Mission Viejo, CA

ID: 7085865 (Ref.No. P0005206)
Posted: September 22, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:
Under direction from assigned supervisory or management staff, performs a variety of highly responsible and specialized duties related to participating in the planning, development, organization, coordination, and implementation of marketing, outreach, and retention programs, services, operations, and activities to recruit, assist, and retain community college students; assists in the selection and distribution of promotional and marketing materials related to outreach; provides matriculation, assessment, and guidance to current and potential college students; and ensures compliance with District and College policies and applicable state and federal laws and regulations related to College functions including outreach and matriculation.

Knowledge of:
Principles and procedures used in community college outreach and matriculation programs and services. 
Student recruitment and retention strategies and techniques. 
Basic public information, public speaking, community relations, and marketing principles and practices. 
Methods and techniques used in conducting promotional and information sessions for current and prospective students. 
Paraprofessional guidance techniques used to assist students. 
Operational characteristics, services, and activities of the functions, programs, and operations of the assigned program area. 
Matriculation requirements and procedures at a community college. 
Pertinent federal, state, and local laws, codes, and regulations including Title V matriculation requirements. 
Transcript evaluation techniques. 
Confidentiality requirements when dealing with personal and sensitive student information. 
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation. 
Statistical procedures and mathematical concepts. 
Principles, practices, and procedures of business letter writing and report preparation. 
Recordkeeping methods and procedures. 
Principles and practices used to establish and maintain files and information retrieval systems. 
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students. 
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
Work organization principles and practices. 
Interpersonal skills using tact, patience, and courtesy. 
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers. 
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 administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Perform responsible and difficult specialized duties involving the use of independent judgment and personal initiative. 
Participate in planning, developing, organizing, coordinating, implementing, directing, and evaluating comprehensive outreach programs to attract, enroll, orient, assist, and retain community college students. 
Assist in developing, implementing, and evaluating public relations and marketing goals, objectives, policies, and procedures related to outreach. 
Maintain current knowledge of student outreach, enrollment, matriculation, and retention programs for a community college. 
Participate in the preparation and administration of budgets for assigned program areas. 
Effectively work with faculty, staff, the general public, and the community to assess and respond to their needs. 
Work effectively with others to achieve common goals including student recruitment and retention. 
Analyze problems, identify alternative solutions, and project consequences of proposed actions and implement recommendations. 
Recruit, select, hire, train, mentor, supervise and evaluate the performance of assigned personnel. 
Collect, compile, and analyze detailed data related to assigned functions. 
Prepare oral and written reports and recommendations. 
Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative. 
Respond to requests and inquiries from students, staff, and the public including regarding the interpretation of matriculation procedures and policies; effectively present information in person or on the telephone to students, staff, or the public. 
Implement and maintain filing and record-keeping systems. 
Maintain the security of confidential materials. 
Independently compose and prepare correspondence and memoranda. 
Plan and organize work to meet schedules and changing deadlines. 
Establish goals and timetables to meet program needs. 
Work within the policies, functions, and requirements of area of assignment. 
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. 
Use correct English usage, grammar, spelling, punctuation, and vocabulary. 
Demonstrate interpersonal skills while using tact, patience and courtesy. 
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. 

Education/Training:
Equivalent of Bachelor’s degree from an accredited college or university with major course work in social sciences, liberal studies, communications, education, counseling, or a closely related field.

Experience:
Five years of increasingly responsible administrative and programmatic experience including three years of responsible matriculation, outreach, or other directly related work experience, preferably in an institution of higher education, including experience in a lead or supervisory capacity. 


License or Certificate:
A valid California driver’s license and proof of insurability is required 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 with occasional field trips, including those to local high schools and to attend meetings. 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 categorically funded.   Employment is contingent upon funding by the Student Equity and Achievement Program (SEAP)

Duties and Responsibilities
Assist management and supervisory staff as well as faculty and administrative leaders in coordinating high school outreach and other public and community relations efforts; develop and implement appropriate methods and procedures to optimize efficient and effective delivery of services to potential and enrolled students as well as in the retention of students.
Perform a full range of highly responsible and specialized duties related to participating in the planning, development, organization, coordination, and implementation of the operations and activities of the assigned College’s outreach efforts; coordinate all College outreach efforts to ensure staff coverage is consistent; identify and schedule all outreach opportunities and advertising sites; maintain calendar of outreach and marketing activities related to area of assignment.
Develop relationships within K-12 school districts and community entities from which to recruit potential students; ensure a favorable image of the College through organized marketing campaigns and information dissemination.
Assist in the conduct of in-person and online market surveys of potential and current students; utilize information to improve outreach and matriculation programs and services.
Assist Public Information and Marketing staff in establishing marketing plans related to outreach activities and services; assist Public Information and Marketing staff in coordinating marquee recruitment announcements; assist in the development and evaluation of new or improved public relations and marketing goals, objectives, policies, and procedures related to area of assignment.
Conduct orientation, assessment, and advisement/guidance sessions, both on and off campus, for new and potential students to answer questions and provide information concerning the College’s expectations for both academic achievement and personal goals; participate in activities to expand and enhance the Student Ambassador Program and to support the Student Mentor Program.
Perform a variety of specialized duties involved in the matriculation processing of new, continuing, and returning students; work closely with other District departments and staff to ensure smooth implementation of matriculation component activities; interpret and communicate matriculation policies, procedures, regulations and other information.
Serve as key member and/or chair of outreach and marketing task forces and committees as assigned including those related to the accomplishment of marketing/outreach goals and those related to various events.
Participate in the development and implementation of new and innovative outreach marketing activities, such as financial assistance workshops for parents/students and outreach by ASG members to high school leaders; coordinate high school concurrent enrollment recruitment; lead campus tours of visiting dignitaries; conduct campus tours for prospective students and their parents.
Assist in the development and review of all outreach related promotional materials intended for general distribution; research, recommend, coordinate the acquisition of, and maintain an inventory of appropriate college promotional giveaways and outreach items; select, order, and secure all giveaways and oversee the storage, delivery, and use of items.
Work with the graphics department to develop, produce, and maintain an inventory of a variety of marketing and promotional items such as graphic designs and artwork, logos, signs, posters, flyers, brochures, and other outreach materials.
Respond to outreach and matriculation requests for information; serve as a campus matriculation policy resource and liaison, as directed.
Make oral presentations to students, parents, counselors, and professional colleagues at various gatherings; conduct workshops to provide specialized information regarding assigned outreach programs and related student services. 

Provide basic educational advisement to K-12 students, community members and potential new college students.
Work with the College webmaster to provide outreach, recruitment, and guidance updates and enhance the College website.
Assist with recruitment, hiring, training, scheduling, assigning, supervising, mentoring, evaluating, and coordinating the work of part-time outreach staff and a core of Student Ambassadors; ensure professional staff coverage for planned outreach events. 

Provide training to EOPS, Financial Aid, Student Ambassadors, Student Mentors, and Counseling outreach staff in the college application and matriculation process.
Communicate with District and College administrators and support personnel, representatives of state and federal agencies, educational institutions, social service organizations, counselors, and others as directed to coordinate programs and activities. 

Prepare, maintain, collect, compile, and maintain statistical information and other data related to outreach services provided to potential and enrolled students and the number of students served; review and certify the accuracy of data concerning program participation; analyze and evaluate data, identify trends, and develop recommendations for improved services and outcomes.
Participate in the development and implementation of an outreach tracking program; prepare statistics and monthly reports of outreach activities.
Assist in the preparation of data related to matriculation, outreach and advisement costs; prepare recommendations and justifications regarding budget requests; authorize expenditures according to District policies and applicable regulations; serve as liaison with ASG, EOPS, and Financial Aid to ensure the most efficient use of BFAP and ASG funds for outreach and marketing programs and services.
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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