Student Services Assistant, Full-Time

Rio Hondo College welcomes and embraces all students in their educational and career pathways. As a Hispanic-Serving Institution (HSI), our College serves a student population of 22,000, including 18,000 Latinx students. We offer 30 associate degrees that guarantee transfer to Cal State Universities, a bachelor’s degree in Automotive Technology, over 60 certificates, a Pathway to Law School, dual enrollment with K-12 districts, and numerous student leadership and athletic opportunities.

About the role

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

Responsibilities

• Provides information and assistance through various modalities including in-person, phone, email, chat, and video conferencing to students, staff, and the public related to the area of assignment; advises 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 newsletters, emails, videos, and social media posts.
• Plans, schedules, and facilitates a variety of program and/or department activities including meetings, workshops, trainings, orientations, and special events; 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 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.
• Meets 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 various communication modalities including answering and responding 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 college-issued vehicle, as needed.
• Performs related duties that support the overall objective of the position.

Requirements

• Knowledge of District and college policies, procedures, rules, and regulations related to the area of assignment.
• Knowledge of the California Education Code and Title V as it relates to the area of assignment.
• Knowledge of the Federal Educational Rights and Privacy Act (FERPA).
• Knowledge of District organization, functions, rules, policies, and procedures applicable to the area of assignment.
• Knowledge of District administrative policies and procedures related to budget, fiscal, and purchasing documents and maintenance of department, college, District, and public records.
• Knowledge of applicable federal, state, and local laws, codes, regulations, policies, technical processes, and procedures related to the area of assignment.
• Knowledge of programs, processes, trends, and available resources on and off campus related to the area of assignment.
• Knowledge of college admissions, various programs, and services related to the area of assignment.
• Knowledge of policies, procedures, rules, and regulations related to grants and special funding sources for District-wide and college programs.
• Knowledge of office administrative and management practices and procedures.
• Knowledge of principles and practices of sound business communication.
• Knowledge of correct English usage, spelling, grammar, punctuation, and vocabulary.
• Knowledge of basic research techniques, methods, and procedures applicable to the area of assignment.
• Knowledge of methods of collecting and organizing pertinent data and information.
• Knowledge of principles of basic business communications and report writing.
• Knowledge of techniques for providing customer service by effectively dealing with the public, vendors, students, and college staff.
• Knowledge of modern office practices, procedures, equipment, methods, and techniques.
• Knowledge of principles and procedures of recordkeeping, reporting, filing, and file sharing methods and techniques.
• Knowledge of methods and techniques of record keeping, files, filing systems, and shared files.
• Knowledge of telephone techniques and etiquette.
• Knowledge of basic arithmetic, financial, and statistical methods, and techniques.
• Knowledge of computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of assignment.
• Knowledge of standard office equipment and computer peripherals.
• Ability to independently perform the essential responsibilities of the position under general guidance from an administrator or manager.
• Ability to read, understand, interpret, and apply policies, procedures, rules, and regulations.
• Ability to interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures.
• Ability to learn and apply emerging technologies to perform duties in an efficient, organized, and timely manner.
• Ability to work effectively with students with special needs.
• Ability to provide student support and direction to available resources.
• Ability to compose general correspondence and prepare documents from limited instructions.
• Ability to understand and follow written and oral instructions.
• Ability to demonstrate presentation and public speaking skills.
• Ability to plan, organize, and prioritize workload to meet schedules and timelines.
• Ability to prepare clear, accurate, and concise records and reports.
• Ability to exercise tact and diplomacy in dealing with sensitive and moderately complex issues and situations.
• Ability to take initiative and exercise sound judgement within the area of responsibility.
• Ability to operate modern office equipment including personal computers, software, hardware, and peripherals.
• Ability to perform administrative support duties related to the area of assignment.
• Ability to organize, research, and maintain complete and extensive office files.
• Ability to compose correspondence and prepare documents from verbal and written directions.
• Ability to set up, prepare, and facilitate telephone and video conferencing.
• Ability to type accurately at an acceptable rate of speed.
• Ability to complete work efficiently with constant interruptions.
• Ability to understand and follow verbal and written directions.
• Ability to effectively communicate both verbally and in writing.

Pay

Salary range: $5,216.02 - $6,682.82 per month. Successful candidate will start at Step 1 except in cases where the District deems appropriate.

Schedule

Monday – Thursday 10:30am – 7:00pm and Friday 8:00am – 4:30pm. Days and hours of employment may change depending on District needs.