Student Support Specialist (Program Specialist 2)

Community Colleges of Spokane; Spokane (WA); On-site; USD 43,000 - 57,000; Full time

Job summary

Spokane Falls Community College invites applications for a Program Specialist 2 in Student Support Services. The role coordinates workforce funding and student support programs, reviews applications, verifies eligibility, processes awards, and maintains grant records while ensuring compliance with program requirements and reporting needs.

The position acts as a resource for students, faculty, staff, and external partners, applying established rules and maintaining confidentiality.

Qualifications

• Associate degree or higher from an accredited institution.
• Strong written, verbal, and interpersonal communication skills.
• Experience interpreting policies and procedures based on government regulations.
• Excellent student-centered customer service, outstanding interpersonal skills, organizational skills, and attention to detail.
• Experience working with student/client records.
• Intermediate to advanced skills with Microsoft Office products.
• Experience with a student management system, e.g., PeopleSoft.
• Familiar with Worker Retraining, WorkFirst, BFET, or OG funding program(s).

Responsibilities

• Review student applications for Worker Retraining, WorkFirst, BFET, Passport to Careers, Opportunity Grant, Early Achievers Grant, SEAG, SSEH, and related student support programs.
• Determine whether student files are complete by verifying forms, enrollment status, program of study, financial aid information, residency or funding criteria, and other required materials.
• Interpret and apply federal, state, institutional, and grant-specific requirements to determine routine student eligibility for funds.
• Contact students to request missing documents and explain program requirements.
• Process student awards, tuition assistance, emergency assistance, or other supports within program parameters.
• Enter award information, eligibility status, student notes, funding details into systems.
• Identify exceptions or unusual eligibility issues and refer to leadership for review.

Skills

Communication skills

Customer service

Interpersonal skills

Policy interpretation

Microsoft Office

Education

Associate degree or higher

Tools

PeopleSoft

Job description

Location: Spokane Falls Main Campus

Department: SFCC Student Support Services

Salary Range: $3,827 - $5,111

Starting salary for this position is: $3,827 (Monthly)
Employees hired at the entry step of this range receive salary step advancement after six months and every 12 months thereafter. An employee hired at anything higher than the entry step of the range will have salary step advancement after 12 months and every 12 months thereafter until they reach the top of the salary range. Each salary step advancement will be approximately a 5% increase.

About Us

Spokane Falls Community College, part of Spokane Colleges, serves 6,000 students with liberal arts/transfer and professional technical programs across a 12,302 square mile region in Eastern Washington.

About theStudent Support Specialist (Program Specialist 2)

JOB SUMMARY

Under general supervision of the Manager of Student Support Services, the Program Specialist 2 coordinates specialized student support and workforce funding programs including Worker Retraining, WorkFirst, Basic Food Employment and Training, Passport to Careers, Opportunity Grant, Early Achievers Grant, Student Emergency Assistance Grant, Supporting Students Experiencing Homelessness, and related student support initiatives.

The specialist reviews student applications, verifies eligibility information, determines file completion, processes awards, monitors academic progress requirements, interprets program rules and procedures, maintains student and grant records, prepares reports, provides program information to students and external agencies, and refers students to appropriate campus and community resources.

This position serves as a program resource for students, faculty, staff, and external partners regarding assigned workforce funding and student support programs. The position exercises independent judgment in applying established program requirements, determining routine eligibility, identifying documentation needs, prioritizing student support needs, maintaining confidential records, and referring exceptions, appeals, unusual compliance issues, or policy questions to Workforce Services leadership.

DUTIES AND RESPONSIBILITIES

Student Application Review, Eligibility, and Award Processing

• Review student applications for Worker Retraining, WorkFirst, BFET, Passport to Careers, Opportunity Grant, Early Achievers Grant, SEAG, SSEH, and related student support programs.
• Determine whether student files are complete by verifying required forms, student information, enrollment status, program of study, financial aid information, residency or funding criteria, agency documentation, and other required materials.
• Interpret and apply established federal, state, institutional, and grant-specific requirements to determine routine student eligibility for assigned workforce funding and student support programs.
• Contact students to request missing documents, clarify application information, explain program requirements, and provide next steps for completing the application or funding process.
• Process student awards, tuition assistance, emergency assistance, or other approved supports within assigned program parameters and established procedures.
• Enter award information, eligibility status, student notes, funding details, and program participation information into student management systems, spreadsheets, databases, or other approved tracking tools.
• Identify student applications involving exceptions, appeals, unusual circumstances, conflicting information, or eligibility questions outside established procedures and refer them to Workforce Services leadership for review.

Student Support, Referrals, and Program Information

• Provide information to students regarding assigned workforce funding and student support programs, including eligibility requirements, application steps, documentation requirements, award limits, academic progress expectations, deadlines, and continued participation requirements.
• Meet with students by phone, email, video, or in person to review support needs, explain available resources, and help students navigate assigned program processes.
• Determine student support needs and refer students to appropriate campus and community resources, including Financial Aid, Admissions and Registration, advising, basic needs resources, housing support, food assistance, childcare resources, transportation resources, employment services, and external agency partners.
• Communicate with faculty, staff, and external agencies regarding student program participation, required documentation, referrals, timelines, and program requirements while maintaining confidentiality.
• Participate in outreach activities, workshops, orientations, or presentations to explain workforce funding and student support programs to students, staff, and community partners.

Program Records, Data Entry, Reconciliation, and Reporting

• Maintain electronic and paper student files, application records, eligibility documentation, award records, case notes, academic progress documentation, referral records, and grant compliance materials.
• Enter, update, scan, upload, file, and retrieve student and program information in ctcLink, student management systems, spreadsheets, databases, shared drives, and other approved tracking tools.
• Track student participation, award status, funding usage, enrollment status, academic progress, support services provided, and required follow-up actions.
• Reconcile student award records, program spreadsheets, grant funding records, billing documentation, and expenditure information to support accurate awarding, budget monitoring, and reporting.
• Compile data and supporting documentation for grant reports, internal reports, program summaries, billing documentation, audits, and compliance reviews.
• Review records for accuracy and completeness, identify missing or inconsistent information, follow up on routine corrections, and refer unresolved discrepancies to the appropriate supervisor or department.

Academic Progress, Compliance, and Program Requirement Monitoring

• Monitor quarterly and annual academic progress for students receiving workforce funding, tuition assistance, emergency assistance, or other assigned program support.
• Review enrollment, grades, completion status, program participation, and continued eligibility requirements to determine whether students remain in compliance with assigned program expectations.
• Interpret and apply established program rules, grant requirements, institutional procedures, and funding guidelines related to academic progress, continued participation, allowable costs, documentation, and reporting.
• Notify students of missing requirements, academic progress concerns, documentation needs, deadlines, or program participation issues.
• Identify compliance concerns, possible over-awards, eligibility changes, student appeals, funding exceptions, or unusual program issues and refer them to Workforce Services leadership for review.

Program Quality Assurance, Training, and Materials

• Develop and maintain program forms, checklists, student instructions, application materials, tracking tools, quality assurance procedures, and training materials for assigned programs.
• Review program procedures and records to identify process gaps, recurring errors, missing documentation, or areas needing clearer instructions.
• Provide training, cross-training, or procedural guidance to staff and students regarding assigned program requirements, forms, application steps, documentation, and tracking processes.
• Assist with preparation of promotional materials, student communication templates, workshop materials, and program information resources.

Program Liaison, Meetings, and General Duties

• Serve as a program contact for assigned student support and workforce funding programs with students, staff, faculty, Financial Aid, Admissions and Registration, external agencies, community partners, and state or grant contacts as assigned.
• Attend meetings, trainings, conferences, or partner meetings related to assigned programs and share relevant program updates, deadlines, procedural changes, or reporting requirements with Workforce Services staff.
• Maintain confidentiality of student, financial, program, and grant records in accordance with FERPA, district procedures, grant requirements, and record retention expectations.
• May provide task direction and workflow support to lower-level staff, temporary hourly employees, student employees, or work-study employees assigned to assist with program records, filing, data entry, or outreach tasks. This position does not hire, evaluate performance, discipline, take corrective action, or effectively recommend those actions.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, grant requirements, orders and statutes, and collective bargaining agreements.
• Support and advance Spokane Colleges’ strategic plan and perform other duties as assigned.

COMPETENCIES

• Manages Complexity
• Decision Quality
• Action Oriented
• Plans & Aligns
• Ensures Accountability
• Drives Results
• Collaborates
• Instills Trust
• Demonstrates Self-Awareness
• Self-Development
• Nimble Learning
• Situational Adaptability

Learn more about our competencies.

MINIMUM QUALIFICATIONS

• Associate degree or higher from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all required competencies for this position.
• Strong written, verbal, and interpersonal communication skills.
• Experience interpreting policies and procedures based on government regulations.
• Excellent student-centered customer service, outstanding interpersonal skills, organizational skills, and attention to detail.
• Experience working with student/client records.
• Intermediate to advanced skills with Microsoft Office products.

DESIRED QUALIFICATIONS

• Two or more years of related experience.
• Experience with a student management system, e.g., PeopleSoft.
• Familiar with Worker Retraining, WorkFirst, BFET, or OG funding program(s).
• Knowledge of Spokane Colleges vocational education programs.

PHYSICAL REQUIREMENTS

• Work is performed in a normal, temperature-controlled office environment.
• Work is sedentary in nature.
• Frequent use of computer and exposure to terminal screens.
• Visual focus and strain.
• Work in an office setting with frequent interruptions and background noise.
• Work directly with students/clients.
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically.
• Frequent repetitive hand/wrist motions and finger manipulation.
• Frequent oral and auditory communication with others.

CONDITIONS OF EMPLOYMENT

• Full-time schedule (12 months, 40 hours per week).
• This position is overtime eligible.
• 6-month probationary period.
• Criminal background check is required.
• This position is covered under a collective bargaining agreement. Membership is optional.

Person hired must be able to provide acceptable documentation of U.S. Citizenship or lawful authorization to work in the United States. This is an absolute condition of employment. An offer of employment will not carry with it any responsibility or obligation on the part of the district to sponsor an H1-B visa. In addition, the Spokane Colleges maintain a drug-free work environment and prohibits all smoking in the college buildings and state-owned vehicles. Must be able to successfully work in and promote a multicultural work and education environment.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.Once an applicant is chosen for a position, they are required to complete and submit a declaration regarding sexual misconduct and investigation per state law.

Benefits Information

Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board; WA State Retirement Plan; vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month, upon employment. (For positions that are less than full time, leave accruals will be prorated to the percentage of the position.) This position is designated a bargaining unit position and union membership is not a condition of employment. Leave accruals and usage are governed by the WFSE collective bargaining agreement.

Public Employees Benefits Board

Additional benefits information

Equal Opportunity Institution

Spokane Colleges provides equal opportunity in education and employment and does not discriminate on the basis of race, color, creed, religion, national origin, citizenship or immigration status, age, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, marital status, genetic information, disability, veteran or military status, or use of a trained guide dog or service animal. Spokane Colleges complies with applicable federal and state civil rights laws, including Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act, and Washington state nondiscrimination laws.

Direct all inquiries or grievances regarding access, Title IX, ADA, equal opportunity compliance, and/or grievances to: Frederick Davis, MA Chief Human Resources Officer
Spokane Colleges
P.O. Box 6000, MS1004
Spokeshn, WA. 99217-6000
509-434-5040
/ [e-mail].