Student Enrollment & Financial Services Advisor - West Valley-Mission Community College District in Saratoga California

Unfortunately, this job is expired as of 8/5/2014.

To continue in your search through the appropriate job categories, click either Administrative Staff, Higher Education Executives, Faculty, Post-Doc and Graduate Assistants, . You can also utilize "guess-free" keyword search tools with up to eight pre-defined criteria. Search for and Apply to academic postings directly from the site. Post your background either confidentially or overtly. Stand out and be discovered!

West Valley-Mission Community College District

Saratoga, California

United States

Similar Opportunities Exist in the Following Categories

Detailed Job Description

The Department of Student Enrollment & Financial Aid at West Valley College is seeking a talented individual to fill the position of Student Enrollment & Financial Services Advisor.

West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.

Under the direction of the supervisor, advise, assist and provide a variety of more complex and specialized technical duties related to assigned area(s) in Admissions, Records, Athletics, Veterans, and Financial Aid; provide information to students, faculty, and other college and District staff regarding the evaluation and status of permanent academic records; evaluate foreign and domestic transcripts for successful completion of community college graduation, certificate or general education transfer requirements; collect, document, post, update/change and issue student grades and serve as custodian of permanent student records by maintaining comprehensive automated records according to federal, state, and institutional policies and regulations; analyze and evaluate documented financial need of students; advise students, parents, staff and faculty regarding financial aid application, eligibility, and fund awarding; determine eligibility, perform need analysis and awarding of federal, state, and institutional financial aid funding sources; maintain and oversee updating and output production from appropriate student enterprise systems; assist in preparing reports according to Institutional, State, and Federal requirements.

Informational outreach presentations may be given to all prospective students, families, and others in any of the sub-areas below. Duties have an anticipated split of 50/50 between the two primary departments; however, this split may be adjusted to reflect seasonal and departmental needs.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


100% of full time, 37.5 hours per week, 12 months per year, with anticipated start date of September 17, 2014. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Classified Office, Technical & Business Services Employee Unit.

Work Location: West Valley College, Saratoga, CA

Minimum Qualifications

1. Education – Two years of college with major course work in field related to assignment;

2. Experience – Three years of increasingly responsible student services work involving public contact, including at least one year of experience involving student academic records or financial aid;

3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

Not Applicable

Examples of Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

Duties related to Admissions and Records:

  • Serve as initial source of information and assistance to persons contacting the college in person and on the telephone; provide information about college schedules, catalogs, policies and procedures, registration and admission procedures, matriculation, graduation requirements, course offerings, transcript requests, financial aid, veterans, or other college programs and services; refer students to other Student Service areas as appropriate.
  • Evaluate foreign and domestic transcripts and other academic records, such as advanced placement or CLEP, to determine amount of credit to be granted to students; determine equivalency of courses, using college catalogs and other resources; verify level, course content, unit value and grading system.
  • Distribute, explain, receive, review, check for completeness and accuracy, process and maintain various forms, applications and records such as admissions and registration forms, high school and college transcripts, cumulative student records, graduation and certificate applications, major sheets, general education requirements, CSU and UC requirements, transcript requests, student enrollment, employment verification, foreign student and/or veteran–related forms.
  • Input, post, update, retrieve, verify, monitor and track student data related to student records, payments, awards, grades and registration; record personal, academic and other student data as appropriate; detect and correct errors and discrepancies; monitor student academic progress, enrollment status, unit hours and related information as assigned.
  • Compile, record and retrieve data; assist in preparing federal, State and institutional reports according to established program requirements and policies; maintain various records, files, logs and lists; process, distribute and file paperwork as required.
  • Confer with and provide information to administrators, counselors and faculty regarding the evaluation of student records, degree/certificate requirements and transfer course equivalency of both foreign and domestic transcripts; interpret catalog rights, policies and transfer policies for both foreign and domestic education and provide interpretation to administrators, counselors or faculty for appropriate action.
  • Review and evaluate academic records and transcripts to determine graduation eligibility and completion of general education transfer requirements; certify graduation petitions and certificate applications, ensuring satisfactory completion of all requirements; evaluate and certify general education certification requests by reviewing patterns of requirements and other information.
  • Post and maintain permanent records for new, continuing and returning students; enter, update, and correct information in automated systems; record grade changes, course repeats, probation and disqualification status, special admissions and other data.
  • Document student eligibility for degrees, certificates and transfer and notify students and staff according to established guidelines; identify and post approved notations onto transcripts, for example, Honors status; prepare list of student names regarding graduation by major, honors and other information; order and proof diplomas and obtain signatures of Board President, Chancellor and appropriate College President; assure return of District property and payment of fees before mailing diplomas to students.
  • Assure the accurate and timely collection, documentation, posting, changing or updating and distribution of student grades; review student records and calculate grade point averages; calculate degree statistics and other data as requested.
  • Interpret instructions for faculty regarding procedures for recording and reporting grades; assist counselors in determining comparability of courses from other institutions to meet college requirements when assigned.
  • Provide training and technical information and assistance regarding interpretation of applicable rules, regulations and procedures as well as the evaluation and processing of transcripts and other student records; answer questions and resolve or refer problems related to student academic concern.
  • Prepare and present information sessions to prospective and current students regarding assistance provided by Student Enrollment and Financial Services team.
  • Receive, open, sort and distribute mail; process requests for transcripts to and from other colleges and universities; prepare and distribute records, correspondence and reports; maintain college course catalogs and related resource and reference materials.
  • Assist students with educational plan worksheet development.
  • Assist in the evaluation of educational plans, transfer articulation agreements, and other articulation or matriculation–related documents as assigned; assure conformance to District policies and procedures as well as State and federal regulations.
  • Determine equivalency of courses taken at other colleges and institutions.
  • Collect cash, checks, money orders and credit card payments for student fees, tuition and other charges; make change and issue receipts; balance and maintain change funds according to established procedures.
  • Assist with the set-up, updates and/or maintenance of the student enterprise system(s) and provide related reports as needed.
  • Provide assistance to counseling and other areas in setting up, maintaining and reporting special student cohorts, especially as they relate to enrollment management.
  • Oversee the work of student support staff during supervisor’s absence; serve on committees and work groups as requested.

Duties related to Veterans’ Services:

  • Receive and review applications for veterans and dependent educational benefits under the various G.I. Bills in effect; assure that applications are complete and correct; view, copy, stamp and sign marriage and birth certificates; establish eligibility of veterans and dependents according to established procedures.
  • Review educational goals of each veteran in relation to current courses; verify number of units and course dates to determine amount of benefits due; sign as Certifying Official and forward to VA regional office.
  • Establish and maintain veterans’ files; type memos and letters and communicate with the Veteran’s Administration regarding benefit problems and discrepancies.
  • Assist and advise veterans regarding benefit eligibility, program requirements and VA regulations; monitor veteran unit load and notify VA of any changes effecting benefits within prescribed time limits; monitor total units completed by veteran and prepare correspondence to the VA as needed.
  • Oversee the work of student support staff during supervisor’s absence; serve on committees and work groups as requested.
  • Prepare and present information sessions to prospective and current students regarding assistance provided by Student Enrollment and Financial Services team.

Duties Related to Intercollegiate Athletic Programs:

  • Determine individual eligibility requirements for students participating in the intercollegiate athletic programs at assigned college; prepare final participating report to all coaches for certification at the end of the sport season.
  • Coordinates with Athletic Director and prepare those documents, including “Form 1” – Student Eligibility Report, required in regulations and policy.
  • Completes, submits, and updates information on athlete eligibility to the California Community College Athletic Association website.
  • Records, updates, and maintains student athlete cohort.
  • Develops and update lists of athletes every semester and verifies student eligibility on a weekly basis.
  • Informs / send weekly notification to Athletic Director and Head Coaches in regards to athlete eligibility.
  • Prepare and present information sessions to prospective and current students regarding assistance provided by Student Enrollment and Financial Services team.
  • Oversee the work of student support staff during supervisor’s absence; serve on committees and work groups as requested.

Duties related to Financial Aid:

  • Analyze and evaluate the financial need of students using federal and state guidelines for Federal College Work Study, Federal Supplemental Educational Opportunity Grant, Pell Grant, Cal Grant and other financial aid programs.
  • Review and evaluate required documentation and package awards in accordance with established guidelines; interpret and apply federal, State and institutional regulations to determine and certify student eligibility.
  • Inform and advise students and parents regarding eligibility and responsibilities of financial aid programs; interpret and explain policies, application procedures and availability of funding from various sources.
  • Use and maintain complex computer programs to analyze, process, record, retrieve and verify statistical data; operate microcomputers, computer terminal, peripheral equipment, calculator, copier and other office machines.
  • Generate, verify and analyze computer reports to ensure accuracy and compliance with established requirements; reconcile financial and statistical data.
  • Identify and resolve problems related to effective delivery of financial aid; coordinate activities and communication with other campus and District personnel, lenders, and State and federal agencies.
  • Oversee operational aspects of assigned financial aid or related programs such as College Work Study, Stafford Loan, Cal Grant Program, scholarships, Pell Grants and others; monitor and ensure satisfactory academic progress and verification of student information as required.
  • Maintain current knowledge of financial aid programs, software and eligibility requirements by attending meetings, workshops and conferences.
  • Assist students with educational plan worksheet development.
  • Assist with special projects, file maintenance and reports as requested.
  • Train and provide work direction to student workers and other personnel as assigned.
  • Prepare and present information sessions to prospective and current students regarding assistance provided by Student Enrollment and Financial Services team.
  • Provide support to financial aid workshops and outreach programs with various community organizations and high schools.
  • Resolve problems related to over-payments and incorrect disbursements.
  • Oversee the work of student support staff during supervisor’s absence; serve on committees and work groups as requested.

Knowledge and Abilities

Knowledge of:

  • General education, major, degree and transfer requirements.
  • Student eligibility requirements for a variety of State and Federal aid programs.
  • Needs analysis and award packaging methodology.
  • Procedures, methods and references used in the evaluation of student records.
  • Course equivalencies, descriptions and numbering systems.
  • Record keeping techniques.
  • District rules and policies and State laws and regulations affecting the evaluation of student records.
  • Oral and written communication skills.
  • Advisement and interviewing techniques.
  • Interpersonal skills including tact, patience and diplomacy.
  • Operation of various software programs including student information systems, word processing, database management and spreadsheet computer applications software.
  • Correct English usage, spelling, grammar and vocabulary.
  • Modern office practices, procedures and equipment.

Ability to:

  • Evaluate student records and determine transfer credits, completion of general education requirements, and eligibility for graduation.
  • Read, analyze, interpret, apply and explain student transcripts, community college curriculum, technical procedures, or governmental regulations.
  • Effectively present information and respond to questions from administrators, other employees, students and the general public.
  • Keep current with state and federal legislative (e.g., Federal Title IV, State Title 5, Ed Code) mandates and regulations as they pertain to this position.
  • Advise and assist students regarding evaluation of student records.
  • Calculate community college students’ grade point averages.
  • Serve as an advocate for the needs of students.
  • Prioritize work to meet stringent schedules and timelines.
  • Train and provide work direction to others as assigned.
  • Operate office equipment.
  • Prepare and maintain statistical records, reports, databases, files logs and lists using microcomputers and peripheral equipment.
  • Prepare and present information sessions to prospective and current students regarding
    assistance provided by Student Enrollment and Financial Services team.
  • Use word processing, spreadsheet and data base management computer software effectively.
  • Relate effectively to people of varied academic, cultural and socio–economic background using tact, diplomacy and courtesy.
  • Work independently with minimal supervision.
  • Establish and maintain effective and cooperative working relationships with others.
  • Process documents accurately in a timely manner.
  • Work effectively with frequent interruptions and stringent timelines.
  • Make arithmetical calculations with speed and accuracy.
  • Maintain confidentiality of sensitive information.
  • Communicate effectively both orally and in writing.

Salary and Benefits

  • Anticipated Hiring Range: $3,687–$4,013 (monthly); with a maximum earnable monthly of $4,837.
  • Employer-contributed medical, dental and vision for employee and dependents, to include domestic partner.
  • Employer-paid long term disability for employee.
  • Voluntary life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • Up to 22 days vacation leave accrued annually.
  • 12 days sick leave accrued annually.
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $35 to $175 monthly.
  • $500 longevity award annually after 15 years of service and $1,000 longevity award annually after 20 years of service.
  • CalPERS retirement.
  • Position is union affiliated with required dues.

Application Information


  • Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Resume; (3) Transcripts – (unofficial or official copies) for stated degrees having the degree confer/award dates circled. Official transcripts will be required prior to employment start date should the position be offered; (4) Cover letter and/or reference list, if requested; and (5) Any requested licenses or certificates, if applicable.
  • All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
  • Supervisor(s) name(s) and telephone numbers must be included in the application.
  • Incomplete applications will not be considered.
  • Do NOT send unrequested materials. Unrequested materials will not be used for consideration of employment.
  • The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.


  • If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
  • Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
  • Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
  • If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
  • Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.

For assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059

West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Student Enrollment & Financial Services Advisor
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Admissions & Enrollment / Recruiting
  • Student Affairs and Services
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume