Detailed Job Description
The Office of the Vice President of Student Services at Mission College is seeking a talented individual to fill the position of Student Services Office Supervisor.
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 direction of the Student Services administrator, provide administrative support to the Vice President of Student Services; organize, coordinate and oversee day-to-day activities and operations in the Counseling Center; provide administrative support to counselors and other professional and technical staff within the Division; train, supervise and evaluate the performance of assigned staff.
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, 40 hours per week, 12 months per year, with anticipated start date of April 22, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the Supervisors Unit.
Work Location: Office of the Vice President of Student Services, Mission College, Santa Clara, CA.
1. Education – Associate of Arts degree in business, human services or related field;
2. Experience – Three years of increasingly responsible experience in a related student services area in a community college setting;
3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.
- Increasingly responsible experience related to creating and maintaining confidential student records in a community college setting.
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.
As Counseling Office Supervisor:
- Organize, coordinate and supervise day-to-day activities and operations in the Counseling Center; schedule, monitor and ensure the availability of counseling staff and support personnel to provide for timely delivery of services to students encountering academic and personal difficulties.
- Train, supervise and evaluate the performance of assigned technical and clerical personnel; schedule, assign and review work; develop appropriate procedures to accommodate student needs for information and assistance; assess timelines and workload; determine priorities and revise work schedules and priorities.
- Provide administrative support and coordinate clerical office activities for the Student Services administrator; assist other managerial and professional staff in areas such as Financial Aid, Health Services, Equal Opportunity Programs and Services, Disabled Student Programs and Services and other student services programs.
- Provide technical information and assistance to students, staff, administrators and others concerning student counseling services and related program areas; interpret, apply and explain District policies and State regulations; assist students in crisis and determine appropriate courses of action in unusual and complex circumstances.
- Ensure conformance to District policies and procedures as well as State and federal laws and regulations related to student counseling services and related programs; attend workshops and seminars and maintain current knowledge of modified policies and regulations, union contracts, customer relations and other areas.
- Assist administrators in designing and implementing registration procedures; communicate with personnel in other student service programs and District offices to coordinate activities and obtain, provide and verify information.
- Compile and organize data required to prepare a variety of records and reports; prepare and process employment contracts, notices of employment, correspondence, purchase orders, and conference and check requests; coordinate printing needs; order computer reports and office supplies and equipment; schedule meetings and coordinate room use for student counseling and orientation sessions.
- Chair and participate with committees, task forces and other work groups charged with coordinating student services programs and activities.
As Executive Assistant:
- Serve as executive assistant, relieving the administrator of a wide and complex variety of administrative details; research, analyze and evaluate a wide variety of issues, data, recommendations and alternatives as assigned; use independent judgment to develop and provide recommendations, suggestions or information as appropriate.
- Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities and research objectives; coordinate the office of the administrator; assign, schedule, coordinate, oversee and evaluate the flow of office work and assure that work is performed in a timely and accurate manner.
- Serve as liaison between the administrator and the Chancellor, Vice Chancellor, College Presidents, management staff, certificated and classified staff, students, representatives g questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the administrator or others.
- Discuss and review calendar and events daily with administrator to assure timely coordination of office activities and status of assigned projects; prepare preliminary responses to correspondence for administrator’s approval.
- Assure that Board agenda items and supporting documents are developed, prepared and forwarded within District timelines and legal guidelines; assure the administrator receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.
- Monitor expenditure of funds and oversee office budget activities; recommend budget revisions and expenditures related to office supplies; prepare purchase requisitions.
- Develop schedules related to division/department activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the administrator and others of essential timelines.
- Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
- Train and provide work direction to assigned student workers and clerical assistants; order supplies and assure proper functioning of office equipment.
- Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda and other materials according to established procedures and standards.
- Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
- Operate microcomputer, computer terminal, printer, calculator, copier, facsimile machine and other office equipment; coordinate the maintenance of records, files and databases.
- Assist in maintaining program budgets and records of expenditures; provide input and recommendations regarding staffing, equipment and supply needs.
- Perform related duties as assigned.
Knowledge and Abilities
- Policies, procedures and work processes related to counseling and related student services program areas.
- Laws, regulations, requirements and restrictions related to the assignment.
- Principles of training and supervision.
- Degree, transfer, non-transfer, and guaranteed admissions requirements.
- Interviewing skills and crisis intervention techniques.
- Organization, objectives and operations of the student services programs at a community college.
- Correct English composition, usage, spelling, grammar and vocabulary.
- Oral and written communication skills.
- Interpersonal skills including tact, patience and diplomacy.
- Operation of microcomputer equipment and various software programs including student information systems, word processing, database management and spreadsheet computer applications software.
- Principles, practices and techniques required for effective office and records management.
- Customer service skills.
- Organize, coordinate and oversee the day-to-day operations and activities in the Counseling Center.
- Provide administrative support to the Dean of Student Services, counselors and other administrators in the Division.
- Assist students in crisis and take appropriate action.
- Ensure the timely, efficient and effective delivery of services to students experiencing academic or personal difficulty.
- Train, supervise and evaluate the performance of assigned personnel.
- Ensure compliance with applicable State and federal laws, regulations and guidelines.
- Confer with other campus and District personnel and administrators and faculty regarding student counseling and related programs.
- Coordinate the maintenance of comprehensive records and databases related to counseling, course descriptions, articulation and other areas.
- Maintain accurate records related to counseling appointments, employment contracts, room use, facility maintenance, outreach and orientation activities.
- Establish and maintain effective and cooperative working relationships with others.
- Communicate effectively both orally and in writing.
- Collect, compile and analyze data for reports, requests and recommendations.
- Maintain financial and statistical data and records.
- Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
- Use word processing, spreadsheet and database management computer software effectively.
- Relate effectively to people of varied academic, cultural and socio-economic background using tact, diplomacy and courtesy.
Salary and Benefits
- Anticipated Hiring Range: $5,052–$5,566 monthly (Supervisors Salary Schedule, Range 18, Steps A-C).
- 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.
- 22 days vacation leave accrued annually (25 days after 5 years).
- 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 10 years of service and $1,000 longevity award annually after 15 years of service.
- CalPERS retirement.
- Position is union affiliated with required dues.
- Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Resume; (3) Transcripts; (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: West Valley-Mission Community College District is an Equal Opportunity Employer
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059