Program Assistant (Financial Aid Office)

Contra Costa Community College District; Martinez (CA); On-site; USD 25,000 - 32,000; Full time

Job summary

Contra Costa Community College District at Diablo Valley College seeks an administrative support professional to schedule and provide college services for assigned programs to attract and retain a diverse student population.

This role involves preparing correspondence, compiling data for reports, processing eligibility and services, and coordinating trainings and outreach to promote access to student services. Requires a high school diploma and two years of related experience.

Qualifications

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

Responsibilities

• Performs a variety of administrative support functions to assist in coordinating a student services program on assigned campus.
• Prepares correspondence, memos and statistical materials; answers phones.
• Compiles data for statistical reports, student data reports, student records and files requested by the District and State Chancellor's Office for 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 the development of training programs for faculty, staff and managers; assists faculty as needed.
• Assists students with navigating college processes as appropriate for assigned program; provides referrals to resources.
• Assists in the development and delivery of workshops, activities and special programs to provide access to services.
• Coordinates with departments and external vendors for support equipment, materials and services.
• Prepares and maintains records and files related to student contacts and provision of services.
• Participates in and facilitates special events and outreach activities.
• Establishes linkages to special populations or community groups; promotes programs via outreach.

Skills

Communication skills

Typing accuracy

Records management

Problem solving

Interpersonal skills

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Position Definition

To schedule and provide a variety of college services for assigned programs in order to attract, retain and support a diverse population of students; and to provide administrative support to assigned student services programs.

Posting Number

0002316

Location

Diablo Valley College

Salary

$19.75/hour

Distinguishing Characteristics

N/A

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:

• Performs a variety of 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 a variety of sources for statistical reports, student data reports, student records and files, or material requested by the District and State Chancellor's Office for the purpose of complying 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, etc.).
• Arranges, schedules and assists in the development of training programs for faculty, staff and managers; assists faculty as needed in providing information on specific programs or areas.
• Assists students with navigating college processes as appropriate for assigned program; assists students in utilizing the services of the college and outside agencies; provides referral to auxiliary resources.
• Assists in the preparation of presentations, written information and other resource materials concerning available college and community services and programs.
• Assists in the development and performs delivery of workshops, activities and special programs to provide or promote access to and increased awareness of available student support services and programs; coordinates logistics, scheduling and participant communications.
• Coordinates with other departments and/or external vendors to arrange for support equipment, materials and services.
• Prepares and maintains records and files related to student contacts and the provision of services.
• Participates in and facilitates special events and activities as needed.
• Establishes appropriate linkages to special populations or community groups served; promotes program through participation in outreach and associations with high schools, middle schools or other local, regional or national organizations.
• Performs related duties as assigned.

Minimum Qualifications

Education/Experience:

Experience And Training

Two (2) years of experience performing responsible administrative duties in a related program.

EDUCATION/LICENSE OR CERTIFICATE

Possession of a high school diploma/GED or the equivalent plus additional coursework in a field related to the area of assignment.

CONDITION OF EMPLOYMENT

Must not have any unresolved financial issues with the U. S. Department of Education that would prohibit the ability to obtain National Student Loan Data System (NSLDS) access immediately.

Knowledge Of:

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

Skill To:

N/A

Ability To:

• Assist students in identifying concerns and problems and suggest appropriate alternatives to resolve those concerns.
• Prepare and maintain a variety of records, reports, and confidential materials related to students.
• Schedule and perform a variety of support functions pertaining to assigned student support program area.
• Understand and carry out verbal or written instructions.
• Communicate effectively, both orally and in writing.
• Work independently and exercise good judgment in performing assigned duties.
• Keyboard with accuracy.
• Establish and maintain effective working relationships with those contacted in the course of performing required duties.
• Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications:

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

Special Instructions:

N/A

Job Close Date:

09/16/2026

Open Until Filled:

No