What are the responsibilities and job description for the Student Support Specialist I position at Palomar College?
Please see Special Instructions for more details.
- The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.
Posting Details
Position Information
Position Title
Student Support Specialist I
Department
Counseling Department
Location
South Center (Rancho Bernardo)
Full or Part Time
Full-Time
Category
Classified
Hours per week
40
Number of Months
12 month
Work Schedule
Monday – Friday, 8:00 a.m. – 5:00 p.m.
- The current vacancy is for the Rancho Bernardo Center.
- Potential future vacancies may include other District locations (San Marcos, Escondido, Rancho Bernardo and/or Fallbrook), and/or work schedules (i.e. days, evenings or nights).
- Occasional night and weekend hours will be required due to department needs.
- Palomar College believes a healthy work-life balance can improve the physical, emotional, and mental health of our employees. In support of this belief, the District offers the opportunity to work remotely for certain positions, depending on the operational needs of the District and the provisions of the Remote Work Policy. Probationary employees are not eligible to work remotely unless approved by the Assistant Superintendent/Vice President, Human Resource Services. No employee is guaranteed the right to work remotely. No employee shall be authorized to work remotely 100% of the time unless approved by the Assistant Superintendent/Vice President, Human Resource Services.
Grade
18
Salary/Wage
- $ 4,714.30
- A 3% differential pay will be paid for hours worked between 6:00 pm and 10:00 pm.
Salary/Wage Frequency
Monthly
Benefits
In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.
- Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)
- Vacation, sick leave and 25 paid holidays
- $80,000 employee term life/accident insurance policy (additional buy up options available)
- Employee long-term care insurance
- Employee Assistance Plan (EAP) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
- Additional buy up options available for other voluntary insurance benefits
- Enrollment in CalPERS (California Public Employees Retirement System)
The estimated maximum value of this employer-paid benefits package is approximately $31,245.84 annually.
Primary Function
Performs routine to complex administrative support and program activities in an assigned department or grant funded program; assists students with the admissions process, assessment, enrollment and financial aid; advises students on where to access information and options for academic and career programs; assists with access to services including delivery of routine workshops and training on the use of program equipment; creates and maintains department or program-specific tracking systems, reports, records and files required for work processes; may staff a front desk.
Minimum Qualifications
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:
Experience: Three years of increasingly responsible clerical and secretarial experience.
- Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.
AND
Education: Equivalent to completion of the twelfth grade.
Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.
Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.
Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.naces.org/index, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/
Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement
Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:
- Access – We make education possible for everyone. Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.
All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
Preferred Qualifications
Clerical and secretarial experience involving frequent public or student contact and familiarity with counseling, student assessment, eligibility and matriculation requirements.- Completion of college-level coursework from an accredited college or university.
- Bilingual (English and Spanish) verbal and written skills
Licenses and/or Certificates
N/A
Supervision Received and Exercised
Supervision Received From: An Assigned Administrator or Supervisor
Duties and Responsibilities
Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following:
1. Screens, processes, codes and assists in the completion of student applications or forms according to federal, state and local regulations and requirements; determines program eligibility for new and continuing students according to District and program guidelines; monitors continuing students for adherence to program regulations; advises students of requirements that must be met in order to maintain eligibility; sends reminders to students of mandatory counseling meetings and academic requirements; sends non-eligibility notices to students; coordinates new orientation and priority registration workshops.
2. Schedules participants for counseling appointments, workshops, orientations and special events; tracks student attendance at workshops; acts as an advocate for students in compiling needed documents; conducts surveys and compiles feedback.
3. Inputs student data into appropriate systems and maintains and updates student files and records; inputs data into system to track student progress; creates and maintains records of student contacts; checks student status; performs basic research; develops, tracks, analyzes and reports administrative processes, metrics and documents; creates and maintains electronic and physical filing systems.
4. Assesses student records; reviews transcripts and course equivalency information, graduation articulation require-ments and transfer information; provides students with routine transfer information including deadlines, restrictions and articulation agreements; assists students in preparing transfer applications.
5. Conducts and/or participates in on- or off-campus workshops, class and community presentations, orientations, campus tours and special events; provides information on program eligibility and requirements to new students; tracks student attendance at workshops.
6. Performs department or program specific services including entering educational plans into computer programs; makes referrals, schedules appointments and mediates disputes between participants and governmental, health and social agencies; disburses financial assistance including meal vouchers and gas cards.
7. Assists in the development and distribution of a variety of program, outreach and marketing materials, including newsletters, informational articles, flyers, brochures and other documents; assists in the development and maintenance of the department or program website.
Marginal Functions:
1. Provides backup for other department or program administrative support staff.
2. Participates in grant administration functions including collecting program data and generating performance reports; participates in grant audit activities.
3. Ensures student accommodations are available and may facilitate specialized testing.
4. Collects and processes fees or payments for services; inputs data and prepares and processes purchase requisitions, purchase orders and check requests.
5. Maintains and orders office supplies, materials and equipment.
6. Contacts the Palomar College Police Department or custodial staff as needed.
7. May provide guidance and direction in the work of lower-level staff and student workers.
8. Performs related duties and responsibilities as required.
1. Screens, processes, codes and assists in the completion of student applications or forms according to federal, state and local regulations and requirements; determines program eligibility for new and continuing students according to District and program guidelines; monitors continuing students for adherence to program regulations; advises students of requirements that must be met in order to maintain eligibility; sends reminders to students of mandatory counseling meetings and academic requirements; sends non-eligibility notices to students; coordinates new orientation and priority registration workshops.
2. Schedules participants for counseling appointments, workshops, orientations and special events; tracks student attendance at workshops; acts as an advocate for students in compiling needed documents; conducts surveys and compiles feedback.
3. Inputs student data into appropriate systems and maintains and updates student files and records; inputs data into system to track student progress; creates and maintains records of student contacts; checks student status; performs basic research; develops, tracks, analyzes and reports administrative processes, metrics and documents; creates and maintains electronic and physical filing systems.
4. Assesses student records; reviews transcripts and course equivalency information, graduation articulation require-ments and transfer information; provides students with routine transfer information including deadlines, restrictions and articulation agreements; assists students in preparing transfer applications.
5. Conducts and/or participates in on- or off-campus workshops, class and community presentations, orientations, campus tours and special events; provides information on program eligibility and requirements to new students; tracks student attendance at workshops.
6. Performs department or program specific services including entering educational plans into computer programs; makes referrals, schedules appointments and mediates disputes between participants and governmental, health and social agencies; disburses financial assistance including meal vouchers and gas cards.
7. Assists in the development and distribution of a variety of program, outreach and marketing materials, including newsletters, informational articles, flyers, brochures and other documents; assists in the development and maintenance of the department or program website.
Marginal Functions:
1. Provides backup for other department or program administrative support staff.
2. Participates in grant administration functions including collecting program data and generating performance reports; participates in grant audit activities.
3. Ensures student accommodations are available and may facilitate specialized testing.
4. Collects and processes fees or payments for services; inputs data and prepares and processes purchase requisitions, purchase orders and check requests.
5. Maintains and orders office supplies, materials and equipment.
6. Contacts the Palomar College Police Department or custodial staff as needed.
7. May provide guidance and direction in the work of lower-level staff and student workers.
8. Performs related duties and responsibilities as required.
Knowledge, Skills, Abilities
Knowledge of:
1. Office administration practices and procedures.
2. Needs and concerns of low-income and educationally disadvantaged students.
3. Academic, government and community resources available to students.
4. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
5. Principles, practices, concepts and techniques used in customer service, public relations and community outreach.
6. Rules, policies and procedures applicable to assigned areas of responsibility.
7. Basic research methods and data analysis techniques.
8. Federal, state and local laws, regulations and court decisions governing area of assignment.
9. General accounting systems and associated systems, practices and procedures for processing accounting information and interpreting input and output data.
10. Modern office practices, procedures and equipment including computers and applicable software programs.
11. Basic practices and procedures of public administration for budgeting, purchasing and record keeping.
12. U.S. Department of Education Title III or Title V rules and regulations.
13. Family Educational Rights and Privacy Act (FERPA).
Skill in:
1. Communicating information accurately and effectively to students; comprehending requests for information or assistance; maintaining a courteous and tactful manner when under pressure or in an antagonistic situation.
2. Evaluating student applications for program eligibility accurately and effectively.
3. Administering and scoring student assessments.
4. Reaching sound decisions in accordance with policies and procedures relevant to assigned area of responsibility.
5. Making calculations and tabulations and accurately processing and reviewing fiscal and related documents.
6. Assisting in preparing and monitoring a program or department budget.
7. Tracking statistical information utilizing complex spreadsheets and databases.
8. Communicating clearly and effectively, both orally and in writing.
9. Preparing clear, concise and accurate reports, documents, data entries, and other written materials.
10. Operating a computer and other standard office equipment and using spreadsheet, word processing and enterprise software.
11. Organizing and maintaining specialized files.
12. Maintaining confidentiality of student files and records.
13. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
14. Exercising tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
15. Establishing and maintaining effective working relationships with those encountered in the course of work.
1. Office administration practices and procedures.
2. Needs and concerns of low-income and educationally disadvantaged students.
3. Academic, government and community resources available to students.
4. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
5. Principles, practices, concepts and techniques used in customer service, public relations and community outreach.
6. Rules, policies and procedures applicable to assigned areas of responsibility.
7. Basic research methods and data analysis techniques.
8. Federal, state and local laws, regulations and court decisions governing area of assignment.
9. General accounting systems and associated systems, practices and procedures for processing accounting information and interpreting input and output data.
10. Modern office practices, procedures and equipment including computers and applicable software programs.
11. Basic practices and procedures of public administration for budgeting, purchasing and record keeping.
12. U.S. Department of Education Title III or Title V rules and regulations.
13. Family Educational Rights and Privacy Act (FERPA).
Skill in:
1. Communicating information accurately and effectively to students; comprehending requests for information or assistance; maintaining a courteous and tactful manner when under pressure or in an antagonistic situation.
2. Evaluating student applications for program eligibility accurately and effectively.
3. Administering and scoring student assessments.
4. Reaching sound decisions in accordance with policies and procedures relevant to assigned area of responsibility.
5. Making calculations and tabulations and accurately processing and reviewing fiscal and related documents.
6. Assisting in preparing and monitoring a program or department budget.
7. Tracking statistical information utilizing complex spreadsheets and databases.
8. Communicating clearly and effectively, both orally and in writing.
9. Preparing clear, concise and accurate reports, documents, data entries, and other written materials.
10. Operating a computer and other standard office equipment and using spreadsheet, word processing and enterprise software.
11. Organizing and maintaining specialized files.
12. Maintaining confidentiality of student files and records.
13. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
14. Exercising tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
15. Establishing and maintaining effective working relationships with those encountered in the course of work.
Working Conditions
Environmental Conditions: The employee works under typical office conditions, and the noise level is usually quiet to moderate.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit, stand and walk for prolonged periods; use hands to repetitively finger, handle and feel computers and standard business equipment; and reach with hands and arms.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to sit, stand and walk for prolonged periods; use hands to repetitively finger, handle and feel computers and standard business equipment; and reach with hands and arms.
Terms of Employment
Full-time, 40 hours per week, 12 months per year.
- This position also carries a probationary period of six months from the date of hire.
- Training may occur at any of our campus locations (San Marcos, Escondido, Rancho Bernardo and/or Fallbrook).
- The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335.
Posting Detail Information
Open Date
02/03/2025
Close Date
02/17/2025
Open Until Filled
No
Posting Number
P0953P
Additional Application Information
- The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * What does it mean for you to have a commitment to antiracism? How have you demonstrated that commitment? How would you see yourself demonstrating that commitment to antiracism at Palomar College?
(Open Ended Question)
- * How did you hear about this employment opportunity?
- ACCCA.org
- CalJOBS
- CCC Registry
- ChronicleVitae.com (Chronicle of Higher Education)
- Colleague/Friend/Relative
- CraigsList
- DSPSjobs.com
- EdJoin
- Handshake
- HigherEdJobs.com
- Human Resources at Palomar College
- really.com
- indian-affairs.org
- Job Fair
- MilitaryJob.com
- Other Source
- Palomar College website
- San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs)
- SDBCjobs.com
- Vista Chamber
- If other source, please specify.
(Open Ended Question)
Applicant Documents
Required Documents
Optional Documents
- Cover Letter
- Resume/CV
- Supplemental Materials
- Transcript 1
- Transcript 2
Salary : $31,246
