Student Services Assistant Substitute Pool

Student Services Assistant Substitute Pool

Under the direction of an administrator or manager, performs specialized project, administrative, and technical responsibilities within a student services area.

Representative duties include providing information and assistance through various modalities including but not limited to in person, phone, email, chat, and video conferencing to students, staff, and the public related to the area of assignment; advising students of program requirements, eligibility, and/or status. Schedules appointments for students and staff; utilizes a variety of software applications and available resources to provide program information and assistance;

explains department and/or program policies, procedures, and functions according to established guidelines. Collaborates with internal District and college departments to coordinate communications and activities for distribution to faculty, staff, students, educational institutions, government and private agencies, and the public. Creates, updates, and maintains a variety of simple to moderately complex forms, documents, records, files, and filing systems; ensures the confidentiality of information is maintained to District and college guidelines.

Updates and maintains assigned department website pages and/or social media platforms; disseminates information through various communication platforms including but not limited to newsletters, emails, videos, and social media posts. Plans, schedules, and facilitates a variety of program and/or department activities including but not limited to meetings, workshops, trainings, orientations, and special events for a wide variety of activities, as assigned;

creates and distributes various advertising, marketing, and/or informational materials related to special events, programs, and services. Tracks and monitors department budget expenditures; works with vendors and/or contractors to request quotes for service; prepares and submits requisitions, purchase orders (POs), and work orders. Extracts, and compiles data; prepares standard reports and records; prepares department and/or program correspondence and communications. Receives and responds to requests for information from District administration, management, faculty, students and external agencies or institutions as the requests related to the area of assignment.

Guides and informs students of District, college, department, and/or program procedures, requirements, and restrictions; assists students with completion of forms and applications; reviews for accuracy, completeness, and compliance to requirements. Reviews and processes various applications and forms; verifies records for any status changes; requests transcripts, records, and other information; registers students, updates student records, prepares and generates appropriate reports, and verifies student information, as needed.

Meet with students in one-on-one appointments to assist with requirements related to special programs; engages in outreach efforts. Operates a computer, peripheral hardware, and equipment, and utilizes a variety of programs and software to perform the essential responsibilities of the position. Performs a variety of clerical and administrative responsibilities in support of the department's day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms;

opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment.

Trains and provides work direction to student assistants, student workers, and short-term, temporary staff; may participate in the hiring process, as requested. May transport students to special events in a…