Office Specialist - Extended Opportunity Programs (EOPS)

Cabrillo-College; California (MO); Hybrid; USD 47,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

CalPERS retirement

Paid holidays

Job summary

Cabrillo College is seeking a full-time Office Specialist for Extended Opportunity Programs and Services (EOPS) to deliver administrative support, data entry, and customer service to a diverse student population. The role is primarily on-site with possible hybrid options, and requires bilingual English/Spanish.

Starting salary range is $4,226 to $4,893 per month, with annual increases and a comprehensive benefits package including CalPERS retirement.

Qualifications

• High school diploma or GED required; related clerical experience preferred.
• Two years of clerical support experience is desirable.
• Bilingual English/Spanish is required or strongly preferred.
• Proficiency with data entry, scheduling, and office software is expected.

Responsibilities

• Provide customer service at the front desk and respond to inquiries in person, by phone, or email.
• Enter and maintain data in department systems; prepare reports and documents.
• Schedule appointments and manage calendars and room reservations.
• Process forms, applications, and documentation with accuracy and confidentiality.
• Draft and format correspondence and reports; ensure clerical accuracy and compliance.

Skills

Customer service

Front desk operations

Bilingual English/Spanish

Data entry

Office software

Education

High school diploma or GED

Two years clerical support experience

Tools

MS Office

Data entry systems

Job description

We need YOU! Cabrillo College is looking for staff to provide quality programs and services for a diverse student population promoting ever‑evolving needs as our students grow toward their individual aspirational goals. Cabrillo is an Hispanic Serving Institution (HSI) with a special focus on enhancing the Latinx student experience. Come join our team, valuing high‑level and innovative instruction, support services, a welcoming environment, and helping to change the world one student at a time!

This full‑time, 12‑months per year Office Specialist – Extended Opportunity Programs (EOPS) position performs routine to complex administrative support in EOPS requiring the application of EOPS‑specific knowledge; provides customer service to students and the public; performs complex EOPS data entry and appointment scheduling, and maintains tracking systems, reports, records and files required for work processes; accepts payments and distributes permits and vouchers following established guidelines; and performs related duties as assigned.

The ideal candidate will share Cabrillo's commitment to educating its racially and socioeconomically diverse student population. Cabrillo College serves approximately 11,400 students per term. For the 2024 Academic Year, 61% of Cabrillo students are members of minoritized populations, identifying themselves as LatinX (50%), Multi Ethnic (6%), Asian (3%), Black Non‑Hispanic (1%), Filipino (<1%), American Indian/Alaskan Native (<1%) and Pacific Islander (<1%). In 2006, Cabrillo College was designated a Hispanic‑Serving Institution, reflecting the great responsibility that the College has to the educational attainment and economic well‑being of the surrounding community.

COMPENSATION AND BENEFITS

Starting Salary Range: $4,226 to $4,893 per month; plus 5% annual increases up to step 7. Maximum initial salary step placement on the classified salary schedule is step 4. Full‑time (40 hours per week) assignment, 12 months per year. Monday through Friday, 8:00 a.m. – 5:00 p.m., with evenings and weekends as required.

Classified employees are required to join the California Public Employees' Retirement System (CalPERS) and, as such, contribute 8% of their monthly salary to CalPERS on a pre‑tax basis. Position scheduled to begin as soon as possible, pending continued funding and Governing Board ratification. Salary is subject to proration based on the beginning date of assignment. Cabrillo is unable to sponsor work visas.

Our comprehensive benefits package includes medical, dental, life, short‑ and long‑term, and vision (optional) insurance provided at a share of cost on a pretax basis, CalPERS Retirement, and an Employee Assistance Program. Please see the Benefits link on the HR webpage for more information.

Work‑Life Balance

This opportunity is a full‑time assignment, 12 months per year.

• Twelve (12) days of vacation leave accrued annually; rate increases up to a maximum of twenty (20) days at year ten (10)
• Twelve (12) days of sick leave accrued annually, seven (7) of which can be used as Personal Necessity days annually
• Nineteen (19) paid holidays annually
• Five percent (5%) Longevity award annually after ten (10) years of service, with increases to fifteen percent (15%) at twenty (20) years
• Professional Growth educational incentive program

As a classified staff member at Cabrillo College, you will join a vibrant community of professionals and educators working together to provide a positive educational environment where our students experience diverse academic and cultural perspectives.

This position is in‑person, on‑site at our Aptos and Watsonville campuses as needed, but may also have a flexible/hybrid online schedule along with onsite options as available. Bilingual skills in English/Spanish are required.

Primary Duties

• Performs customer service and program/department operational duties; answers student or customer questions regarding policies, procedures, programs and services including clarification of program enrollment requirements and department processes and procedures; responds to questions and complaints at a public counter, over the phone or via email or text.
• Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening for program or service; assists with the preparation and submission of applications, forms and documentation; verifies accuracy of information with third parties; sends reports and correspondence to students or customers.
• Schedules and cancels appointments and testing; sets up, maintains and posts department and staff calendars and room reservation calendars for internal and external groups and events.
• Tracks and enters/scans complex student, departmental and financial data into appropriate systems; maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District data and prepares for submission or reporting.
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with District and department requirements.
• Makes meeting and event arrangements including typing and distributing agendas, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio‑visual equipment; coordinates other meeting logistics.

Other Duties

• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Maintains and updates divisional web pages, social media and online calendar.
• Assists with the training and oversight of student, work release and volunteer workers; monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.
• Provides backup for other departments or division office administrative support staff.
• Maintains office supply inventory.
• Performs related duties as assigned.

Education and Experience

• Understanding of, and sensitivity to, the diverse academic, socio‑economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff AND
• Graduation from high school or GED equivalent AND two (2) years of clerical support experience, preferably involving frequent public or student contact AND
• Bilingual skills in English/Spanish OR
• An equivalent combination of training and experience

Additional education may be substituted for experience on a year-for-year basis, up to two (2) years.

Desirable

• Biliterate skills in English/Spanish

Knowledge of

• Modern office practices, procedures, and equipment, including knowledge of computers and applicable software programs.
• Department services, program goals, objectives, policies, procedures, and practices.
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District general accounting systems operations, practices, and procedures applicable to assignment.
• District rules, policies, and procedures applicable to departmental and division operations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.
• Applicable sections of the California Education Code, Title V, and other applicable laws.
• The Family Educational Rights and Privacy Act and other District, state, and federal laws, rules, regulations, and policies governing student records.

Skills and Abilities to

• Provide customer service in person and over the phone.
• Oversee and participate in the daily administrative operations of a program or department front desk.
• Review applications and forms for completeness and accuracy.
• Type accurately at a speed necessary to meet the requirements of the position.
• Track and report statistical and financial information utilizing complex spreadsheets and databases.
• Perform mathematical calculations.
• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential student issues and situations.
• Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.
• Maintain the confidentiality of District and student files and records.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Establish and maintain effective working relationships.
• Uphold the District’s mission, values and objectives, including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect, and engagement.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status, or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at [e-mail].