Student Support Services Specialist, Enrollment Services and Counseling bei Mt. San Jacinto College, CA

About the Department

We have an exciting opportunity for two (2) Student Support Services Specialists openings located at our campus in Menifee, CA. This recruitment will be used to fill positions in the Enrollment Services and Counseling departments.

Under the general supervision of the assigned administrator, the Student Support Services Specialist provides general student services support for Enrollment Services and Counseling programs. The incumbent provides support and guidance to students to professionally, efficiently, and effectively assist students to enter and be successful at Mt. San Jacinto College. 

CONDITIONS OF EMPLOYMENT 

• This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. 

• A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district.
  
  
• This position is in the California School Employees Association bargaining unit.  For more information, please visit their website: http://www.csea.com/
  

Position Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class. 

• Provide high level, often complex customer service to all and be able to de-escalate challenging situations in a diplomatic and positive manner
• Serve as first point of contact in Welcome Centers; Provide guidance to students, staff and public regarding enrollment and financial aid processes, including steps to admissions, registration, and graduation, applying for financial aid, types of financial aid and application status; make referrals to higher level employees as needed  
• Assist in the distribution, collection, and processing of forms; review all submissions for completeness; follow up on incomplete documents when needed
• Participate in the matriculation process by disseminating information regarding admissions, assessment, orientation, registration, counseling, and other information regarding college entrance
• Provide information and assistance to students on use of web services, online application, registration, residency reclassification, enrollment verifications, transcript requests, program declarations, enrollment status and other required information, as needed
• Scan documents into optical scanning system and maintain paper documents until disposal date; assist in the organizing and processing of electronic file submissions
• Handle record issues such as transcript requests, receipt of student documents from a variety of sources, transmittal of materials to the permanent student files, and retrieval of documents for counselors and administrators
• Inform students about all college processes, activities and functions and facilitate student success in dealing with the institution
• Keep student contact statistics and compile reports
• Answer inquiries and concerns regarding State and Federal guidelines pertaining to financial aid programs and various aspects of admission, registration, and residency
• Assist in reconciliation of various Financial Aid and Enrollment Services records
• Maintain current knowledge of state and federal requirements pertaining to financial aid programs and various aspects of admission, registration, and residency
• Provide clerical support to one or more Financial Aid Programs and Enrollment Services, as assigned
• Answer inquiries related to withdrawal calculations according to prescribed formulas for Refunds and Repayments 
• Compose and draft correspondence related to enrollment and financial aid processes
• Conduct presentations for various sized groups of students, parents and /or staff
• Receive, screen, and distribute mail
• Answer multiple telephone lines

KNOWLEDGE, SKILLS, AND ABILITIES

The incumbent should possess knowledge of:

• Practices, procedures, and activities of student services program(s), especially Enrollment Services and Financial Aid
• Methods and problems of educational organizations
• Research and interviewing techniques
• Principles of individual and group behavior
• Principles, practices, trends in the enrollment services and/or financial aid fields

The incumbent should possess skills in:

• Working effectively as a team member
• Meeting schedules and timelines
• Communicating effectively both orally and in writing
• Maintaining documentation and records
• Handling multiple assignments simultaneously and set priorities based on customer needs
• Courteously serving individuals from varied backgrounds

The incumbent should possess the ability to:

• Rapidly acquire a general knowledge of the overall operation, functions, and programs of the college, specifically Enrollment Services and Financial Aid
• Interpret and apply program rules and regulations and past practice
• Project a positive customer relations demeanor
• Gather and analyze data
• Reason logically, draw valid conclusions and make appropriate recommendations
• Present clear and concise information orally and in written reports
• Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff
• Work additional hours and weekends, as needed
• Sit and stand for extended periods of time

Minimum Qualifications

MINIMUM QUALIFICATIONS

1. A high school diploma or GED; AND
2. One (1) year of college-level coursework (*attach transcript); AND
3. Six (6) months of professional experience in a student services areas (admissions and records, counseling, financial aid, or student activities); OR
4. a related field that will demonstrate possession of the knowledge and abilities necessary to perform in the financial aid area; AND
5. Demonstrated sensitivity to and understanding of maintaining cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

 SUBSTITUTIONS

 Substitutions for meeting the professional experience requirement are allowed, as follows:

• Six (6) months of college level, job-related education may be substituted for the required experience.

Substitutions for meeting the education requirement are allowed, as follows:

• Specialized experience may be substituted for the education requirement on a year for year basis.

 DESIRED QUALIFICATIONS

1. An Associate's degree
2. One (1) year of professional experience in a clerical setting within student services, or closely related to enrollment services or financial aid within higher education
3. One (1) year of professional experience in a general office clerical setting, student services, or related experience with computer software systems and/or student information systems that would permit the applicant to rapidly learn software applications specific to the assigned student services area 
4. Comprehensive knowledge of regulations and compliance issues, including but not limited to state and federal laws governing student financials, student records, privacy, tax, billing, and collection services

Prior experience in approaching work and interaction with colleagues and/or students in an equity-minded manner. Ability to promote an inclusive and welcoming work/education environment

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

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 to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with travel from site to site.

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; 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 up to 20 pounds; to operate office equipment requiring repetitive hand movements 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; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing:  Hear in the normal audio range with or without correction. 

Other Qualifications

To learn more about Mt. San Jacinto Community College District, visit https://msjc.edu/humanresources/