Program Assistant (Financial Aid Office)

Location: Diablo Valley College
Salary: $19.75/hour

About the Role

This position schedules and provides a variety of college services for assigned programs to attract, retain, and support a diverse student population, while offering administrative support to student services programs.

Responsibilities

• Performs administrative support functions to assist in coordinating a student services program on assigned campus.
• Prepares correspondence, memos, and statistical materials; answers phones.
• Compiles data from various sources for statistical reports, student data reports, student records, and materials requested by the District and State Chancellor’s Office to comply with financial and legal program requirements.
• Reviews applications or other program documents to determine acceptance.
• Processes eligibility and services for categorical programs in compliance with Title 5 regulations.
• Awards and disburses support services (e.g., book vouchers, meal tickets, grants).
• Arranges, schedules, and assists in developing training programs for faculty, staff, and managers; provides faculty with program-specific information as needed.
• Assists students in navigating college processes for assigned programs; helps students utilize college and outside agency services; provides referrals to auxiliary resources.
• Assists in preparing presentations, written information, and resource materials about college and community services.
• Develops and delivers workshops, activities, and special programs to promote access to and awareness of student support services; coordinates logistics, scheduling, and participant communications.
• Coordinates with other departments and external vendors to arrange support equipment, materials, and services.
• Prepares and maintains records and files related to student contacts and service provision.
• Participates in and facilitates special events and activities as needed.
• Establishes linkages to special populations or community groups; promotes programs through outreach to high schools, middle schools, or other local, regional, or national organizations.
• Performs related duties as assigned.

Requirements

• Two (2) years of experience performing responsible administrative duties in a related program.
• Possession of a high school diploma/GED or equivalent, plus additional coursework in a field related to the area of assignment.
• Must not have unresolved financial issues with the U.S. Department of Education that would prohibit immediate access to the National Student Loan Data System (NSLDS).

Knowledge and Abilities

Knowledge Of:

• Policies and regulations related to a specific student services program.
• Applicable laws and statutes governing access to public programs and services.
• Modern office procedures, practices, and technology/equipment.
• Philosophy and objectives of student services programs.
• Problems encountered by supported students.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Basic statistical compilation and record-keeping methods.
• Modern software applications (e.g., Microsoft Office Suite).

Ability To:

• Assist students in identifying concerns and suggesting appropriate resolutions.
• Prepare and maintain records, reports, and confidential student materials.
• Schedule and perform support functions for assigned student support programs.
• Understand and follow verbal or written instructions.
• Communicate effectively, both orally and in writing.
• Work independently and exercise good judgment.
• Keyboard accurately.
• Establish and maintain effective working relationships with those contacted during duties.
• Demonstrate understanding, sensitivity, and respect for diverse academic, socio-economic, racial, ethnic, gender identity, sexual orientation, age, disability, and religious backgrounds of all students, faculty, staff, and individuals encountered.

Desirable Qualifications

• Experience assisting students with college admissions and/or financial aid processes.
• Experience supervising student workers, monitoring work schedules, and reviewing timecards.
• Ability to perform detail-oriented tasks and review forms for accuracy and completeness.