Student Services Coordinator II (ISP)

The Santa Clarita Community College District/College of the Canyons is seeking a full-time Student Services Coordinator II in the International Services & Programs office.

Under the direction of the Dean, International Affairs & Global Engagement, coordinates administrative functions of the ISP office. Serves as an administrative aide to the Dean and works directly with administrators, faculty, staff, students, and the general public. Performs a variety of technical, fiscal, operational support, and liaison functions pertaining to international and community engagement projects and other assigned initiatives. Performs a variety of comprehensive budget work involving the allocation and disbursement of funds as required by district, program, and grant guidelines. Ensures compliance with applicable rules, regulations, policies, and procedures. Identifies and maintains tools and techniques necessary to ensure smooth operations of the department projects and expand student mobility, access, and success. Attends staff meetings and serves on appropriate standing and ad-hoc committees. Performs other related duties as assigned.

Salary Placement:

Salary placement will be on Range 30 of Classified Represented Salary Schedule B.

** Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,767.00/ $6,115.00/ $6,453.00 per month) of this 20-step salary range.

The probationary period for new Classified employees is six months. The work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor’s approval.

Essential 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 of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

1. Serves as management aide and clerical support to the Dean and the Director, addressing clerical detail and administrative matters of a routine nature.
2. Maintains confidentiality when dealing with sensitive and privileged material and information.
3. Provides assistance to the department in purchasing, budgeting, and monitoring department budgets.
4. Performs routine administrative tasks for the Dean, including transcribing correspondence; maintaining a calendar; scheduling appointments; screening, distributing, and referring both incoming and outgoing mail; tracking inventory and maintaining supplies; researching, maintaining, and preparing reports, spreadsheets, and other documents. Attends meetings, conferences, and takes/transcribes minutes and/or notes for the Dean, as assigned.
5. Arranges for department, or department sponsored, meetings, conferences, travel and accommodations, travel advances, and requests for reimbursements and other travel related documents in a timely and accurate manner and according to all policies and regulations.
6. Assists the office with researching, planning, tracking, and evaluating new systems and programs.
7. Maintains current knowledge of a variety of regulations, requirements, and policies related to assigned areas. Attends training when necessary.
8. Serves as point of contact with relevant external vendors for invoicing, all forms of payment, and record keeping.
9. Disseminates information regarding data, policies, regulations, and operational procedures pertaining to the service areas to staff, students and community members contacting the Dean by telephone, email, personal visitation, or other means as technology evolves.
10. Retrieves and communicates weekly ISP enrollment reports.
11. Maintains a current log of the department’s project deadlines and completion dates. Plans follow-up activities to ensure timelines are met.
12. Attends meetings, takes, and transcribes notes into summary minute form for various committees and work groups as related to the mission of the department.
13. Assists the Dean with the maintenance, and coordination of department and grant budgets. Coordinates the daily operations of the adopted budget allocations and expenditures. Processes budget transfers, salary account code changes, purchase requisitions, and other financial related items for audit purposes and other applicable laws and requirements with regard to expenditures, tracking, and reporting. Organizes reports, summarizing the department’s operating revenues and expenses.
14. Ensures the preparation and processing of professional services agreements, contracts, purchase orders, pre-authorizations, district credit card monthly statements, and other fiscal-related documents. Reviews invoices and other expenditures for accuracy prior to submission for payment processing. Works with Business & Fiscal Services Offices to ensure the processing of contracts, purchase orders, and other accounting related documents so matters can be done in an accurate and timely manner.
15. In collaboration with the ISP Director ensures ISP employee timesheets are accurate and timely.
16. Oversees data input for all relevant department functions. Edits and populates spreadsheets and databases used in a variety of applications in the office. Performs other computer-input tasks relative to the operation of the department.
17. Maintains various records and prepares reports of office operations and personnel and reports as instructed. Assists the Dean with the preparation and submission of mandated reports and documents. Audits and coordinates the flow, storage, and imaging of department documents.
18. Prepares draft documents and presentations, and reviews them for accuracy, completeness and conformance with established policies, regulations, and operational procedures.
19. Participates in the preparation and conducting of on campus and Zoom community outreach efforts, recruitment activities and special events pertaining to ISP and community engagement initiatives.
20. Creates and tracks work orders for facilities - maintenance, custodial, and telephone, as well as work orders for computer support and MIS.
21. Maintains and updates assigned websites; maintains and updates digital media and print materials that promote the assigned areas.
22. Assists in the hiring and scheduling of departmental temporary employees. Prepares hire authorizations. When appropriate, provides work direction, monitors work schedules, and assists with training of college assistants and short-term (hourly) employees.
23. Assists the Dean with updating of departmental procedure manuals.
24. Routes board agenda items for the department for the Dean’s review. Ensure required documentation is provided.
25. Performs other related duties as assigned.

Minimum Requirements:

Experience:

Two (2) years’ full-time equivalent experience working in community colleges, universities, and/or comparable experience working with the public.

Education:

Education equivalent to an Associate’s degree (60 semester units) is required. Two (2) years of direct experience in addition to that identified above may be substituted for each one year (30 semester units) of college coursework.

District Classified Employee Benefits:

Full-time employees are provided with a diversified program that includes medical, dental and vision insurance including dependent coverage, disability, and life insurance as well as Section 125 options. These benefits commence on the first of the month following the date of hire. Professional development opportunities are provided to all employees. Educational incentive is available to eligible Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

The College is expecting to conduct initial interviews between the weeks of March 17, 2025, and March 24, 2025, and conduct final interviews between the weeks of March 24, 2025, and March 31, 2025. This is an estimated timeline and is subject to change.

Interviews may be conducted in-person or remotely via Zoom.

** This is an in-person, 40-hour per week position whose primary work location is on the District’s Valencia Campus. **