Student Services Generalist - Counseling

Under the direction of an assigned manager, perform a variety of support duties and provide current and potential students with registration, financial aid intake at Centers, outreach, assessment, and other student support services at multiple sites or in an assigned area. This position reports to the Dean of Enrollment Services.

DISTINGUISHING CHARACTERISTICS: The employee assigned to this class reports directly to the manager of their assigned area and performs specialized and complex work requiring previous work experience in student services and demonstrated ability to express empathy and a student centered focus.

APPLICATION PROCESS DETAILS:

• To be considered for this position, all complete applications and supporting materials must be received by the application deadline.

• Meeting the minimum qualifications does not assure the candidate an interview. It is, therefore, important that the application be thorough and detailed.

• Reference checks for the finalists will be conducted.

• Candidates should not expect official notification until the selection of the candidate has been completed.

• The College may re-advertise or delay filling a position.

• Travel costs related to the interview are the responsibility of the candidate.

• Finalists may be invited to a second interview with members of the administration.

Essential duties and responsibilities include the following. Other job-related duties may be assigned.

• Provide administrative support to assigned supervisor and assigned programs and services.

• Provide general information and assistance in person, via phone and online to students, staff, counselors, faculty, administrators, and the public concerning registration, residency, financial aid intake at Centers, counseling services and matriculation components, outreach, assessment testing, and other student support services. Collect and account for money from students for registration or materials.

• Assist students in scheduling and preparing for all counseling appointments via phone, online and in person.

• Organize, coordinate, oversee, and administer assessment testing and orientation as assigned; prepare schedules for placement tests to meet student needs; scan faculty evaluations, summarize results and include student comments.

• Arrange special testing for students requiring accommodation; provide information to students and refer to counselors as appropriate. Oversee and participate in scoring assessment tests; record and retrieve test scores using automated equipment; process and distribute test results.     Develop forms, handouts and other printed materials explaining assessment testing, score interpretation and matriculation guidelines.

• Work with K12 schools and community at large to connect early with all potential students and provide ongoing support needed to ensure thorough preparation for and successful enrollment in college. Collaborate with college staff, school administrators, and faculty to coordinate outreach to local high school, middle school, elementary school populations, and in the community in partnership with the Outreach and Public Relations Manager.

• Assist in preparing promotional materials, correspondence, reports, applications, and other written materials related to community outreach. Provide and disseminate student service information about practices and program requirements in accordance with faculty direction. Update information on electronic news board and bulletin boards.

• Assist individual students and groups with reference and research materials such as class schedules, catalog and program websites. Provide training in use of these tools. Assist students in preparation of formal counseling sessions. Refer students to appropriate Student Services programs and/or counseling for professional services.

• Prepare and maintain a variety of records, reports, and files related to student outreach activities; maintain confidentiality of student information records. May collect and compile statistical data into special or periodic reports.

• Train and provide work direction to student workers. Coordinate schedules and process student worker timesheets. Assist in recruitment and selection of student assistants; provide instruction in safe work procedures.

• Calculate units, evaluate courses, and compute GPAs for both high school and college transcripts. Record equivalencies and provide relevant information to other departments as needed.

• Use complex features of desktop publishing, word processing, database management, spreadsheet or other specialized software to create, develop, format, lay out, type, proofread, and prepare a variety of documents. Utilize standard office equipment and instructional media (ie. Microsoft Word, Excel, Access, Outlook, Banner, website management, ASSIST, College Source and SARS grid).

• Maintain various records, files, logs and lists; enter data in computer databases and file paperwork as required. Perform other office duties including composing correspondence and written materials, establishing and maintaining filing systems; and operating a variety of office machines including computers, peripheral equipment, calculators and copiers.

• Attend to a variety of office administrative details such as coordinating materials, transmitting information, keeping reference materials up to date, maintaining equipment and arranging for repair, maintaining physical environment and condition of various student services areas and requisitioning supplies and equipment.

• May occasionally work evenings and/or weekends at various campus sites and community locations.

• May serve as back up to open site each week-day morning and prepare it for students and staff.

• Perform job-related duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

• Graduation from High School AND three years of increasingly responsible clerical experience involving public contact and computer operation.

• One year of increasingly responsible experience in a related area of student services is desirable.

• Community college courses and curriculum preferred.

• Regulations governing the community college registration procedures.

• Basic Financial Aid intake when working at Centers only.

• Write information for reports or publications that conform to prescribed style and format.

• Read and explain SCC policies and procedures, State and federal laws, rules and guidelines, and community college curriculum, schedule, policies and procedures affecting assigned area of student services.

• Effectively present information and respond to questions from students, staff and the general public.

• Add, subtract, multiply, and divide, using whole numbers, common fractions, and decimals.

• Solve practical problems and deal with variables in situations where only limited standardization exists.

• Use interpersonal skills including tact, patience, empathy, and courtesy.

• Coordinate multiple projects, set priorities andmeet critical deadlines.

• Effectively operate and maintain an orderly environment.

• Work within a complex, integrated database.

• Operate a computer and applicable software.

• Work independently with minimal supervision.

• Meet schedules and time lines.

• Establish and maintain cooperative and effective working relationships with others.

• Speak clearly and effectively in public.

• Demonstrate sensitivity to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.

PHYSICAL DEMANDS:

• The physical demands described here 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 functions.

• While performing the duties outlined in this classification, employees in this classification are regularly required to stand and sit for long periods of time, walk short distances on a regular basis, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over the telephone and in person. Some employees in this classification are frequently required to travel to other District locations to attend meetings or conduct work.

• All employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 30 pounds.

• Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less), color vision (ability to identify and distinguish colors), ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work assigned to this classification is typically performed in an office environment or various public or private locations where outreach activities may be conducted. While performing the duties of this classification, the employee regularly is exposed to extensive contact with students, frequent interruptions and the hazards of working with video display terminals. The work environment is moderately noisy.

• The employee in this assignment may work alone and may be confronted by persons seeking shelter within the building.