TEMPORARY Program Specialist - Veterans Services

State Center Community College District; Fresno (CA); On-site; USD 67,000 - 82,000; Part time

Job summary

State Center Community College District seeks a TEMPORARY Program Specialist in Veterans Services at Fresno City College. You will assist with planning and operating the Veterans Resource Center, and act as a School Certifying Official to process VA education benefits.

You will monitor compliance, assist with student eligibility, referrals to counseling and community services, and support outreach events.

Qualifications

• Associate degree with coursework in education, psychology, finance or related field.
• One year of related work experience in documenting eligibility or benefits.

Responsibilities

• Acts as School Certifying Official (SCO) for VA education benefits.
• Assists with planning and operating the Veterans Resource Center.
• Monitors compliance with federal, state and District rules.
• Provides access to veterans and student services and refers to counseling.

Skills

Customer service

Education

Associate degree with related coursework

Job description

TEMPORARY Program Specialist - Veterans Services

Salary: $32.12 - $39.51 Hourly

Location: Fresno City College, CA

Job Type: Limited Term (LOA, Admin Leave, etc.)

Division: FCC Student Services

Job Number: 202600157-T

General Purpose

Under general supervision, assists with planning and implementingthe college Veterans Services program and assists with operation ofthe Veterans Resource Center; acts as a School Certifying Official(SCO) and processes and certifies student applications for VeteransAdministration educational benefits in accordance with legalguidelines; monitors student progress and processes appropriatedocuments for the payment of veterans benefits; provides technicalassistance and provides access to veterans and student servicesresources to students, staff and the public; assists withmonitoring program compliance with federal, state and Districtcodes, rules and regulations; and performs related duties asassigned.

Essential Duties & Responsibilities

1. Provides input in selecting, training and providing day-to-daylead work guidance and direction to other program staff, tutors andstudent aides; assigns, schedules and monitors work forcompleteness, accuracy and conformance with District, departmentand legal/regulatory requirements and standards; monitors workflowto ensure mandated deadlines are being met in an optimal manner;provides information, instruction and training on work proceduresand technical, legal and regulatory requirements.
2. Provides input to supervisor on employee work performance andbehaviors; assists in ensuring a fair, open and inclusive workenvironment in accordance with the District's mission, goals andvalues.
3. Facilitates day-to-day operation of the Veterans ResourceCenter; oversees and participates in front-desk coverage, explainsand screens veterans and their dependents for a variety of programsand services; meets with students to discuss VA educationalbenefits; assists students in accessing student and communityservices such as attending events and workshops, tutoring andacademic support, counseling appointments, career research,accessing mental health resources, housing and financialassistance.
4. Screens student needs for Counselors and schedules studentcounseling appointments; independently performs research forCounselors and other faculty on specific student issues andresolves routine issues.
5. Acts as School Certifying Official (SCO) in accordance with theU.S. Department of Veterans Affairs School Certifying Official Handbook; reviews student files and documentation anddetermines eligibility for appropriate VA educational programbenefits and provides necessary forms; consults with VA officialsand other certifying officials for clarification and assistancewith complex problems.
6. Monitors student enrollment to ensure compliance with theeducational plan developed by the Veterans Counselor to avoidunder/over payment and institutional liability; processes and signsstudent enrollment certifications, unit changes and enrollmentverifications; monitors student schedule changes, tracks studentongoing eligibility for benefits and notifies students regardingchanges in benefit status; processes VA documents/forms related toeducational benefits in District and VA systems.
7. Runs a variety of reports and audits student grades, attendanceand academic status; adjusts student data and certifications inappropriate systems, following established procedures in making oncoding that impacts student benefits and student success measures;prepares and sends correspondence for students regarding VAeligibility, student status and other information; assists studentswith resolving VA payment problems; researches data, posts andclears holds on student records; initiates student petitions towaive enrollment fees; processes advance pay requests.
8. Maintains student VA records in accordance with VA regulationsand audit records to ensure accuracy; responds to requests fromother educational institutions/agencies for the verification ofstudent status and records; ensures proper releases are on file tosafeguard student privacy; responds to subpoenas and public recordsrequests following established guidelines.
9. Serves as the functional specialist for VA software andelectronic databases and program account/data coding in Districtstudent information systems; tracks and inputs program statisticaland student data into appropriate systems often requiringindependent decision making on coding that impacts student successmeasures and program funding. Assists with conducting studies andanalyses to identify program enhancements and/or new veteransprograms and support services and to evaluate the effectiveness ofcurrent programs; prepares files for auditors; generates reportsfor District, state and federal agencies; prepares for review andsubmits statistical records and reports; assists in data collectionfor program audits.
10. Coordinates logistics for program outreach events, includingliaison with event participants, vendors and sponsors; works withother campus departments and facilities; orders food, materials andsupplies; troubleshoots onsite, proactively resolving issues.
11. Reviews, submits and tracks requests for payments and purchaseorders in accordance with District policies and procedures; reviewstravel and conference expense forms; calculates budget usage andfund percentages; prepares budget variance reports and spendingforecasts for management review; tracks multiple funding sources;may participate in grant administration functions including basicgrant writing, collecting program data and generating performancereports.
12. Monitors and analyzes new and proposed changes in VeteransAdministration regulations and researches the impacts on Districtoperations; makes recommendations on actions required to ensurecompliance with new legal and regulatory requirements.

OTHER DUTIES

1. Maintains and purchases inventory and supplies.
2. Performs related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Expert knowledge of U.S. Department of Veterans Affairs School Certifying Official Handbook and federal and state regulationsapplicable to education benefits for eligible veterans.
2. Modern office practices, procedures and equipment includingadvanced knowledge of computers and applicable softwareprograms.
3. General principles, practices and techniques used in customerservice, public relations and community outreach.
4. Veterans Resource Center services, program goals, objectives,policies, procedures and practices.
5. College course prerequisites and matriculation policies.
6. District student recordkeeping practices and procedures forprocessing student information and interpreting input and outputdata.
7. District payroll and general accounting system operations,practices and procedures.
8. College and District organization, rules, policies andprocedures applicable to departmental and division operations.
9. Practices and techniques of sound business communication;correct English usage, including spelling, grammar andpunctuation.
10. District policies, procedures and rules regarding budgeting,purchasing and travel/training and expense reporting.
11. Applicable sections of the California Education Code.
12. The Family Educational Rights and Privacy Act and otherDistrict, state and federal laws, rules, regulations and policiesgoverning student records.
13. Safety policies and work practices applicable to the work beingperformed.
14. Basic principles and practices of employee work guidance anddirection.
15. Personnel Commission Rules, Board Policies, AdministrativeRegulations, Human Resources procedures and collective bargainingagreements.
16. Uses and operations of scanners, phone systems, computers,standard business software, and database and spreadsheetapplications.

Skills and Abilities to:

1. Assign and review the work of assigned staff.
2. Apply and explain laws, rules, regulations, policies andprocedures regarding student VA benefits.
3. Communicate information accurately and effectively; understandrequests for information or assistance; maintain a courteous andtactful manner when under pressure or in an antagonisticsituation.
4. Assist in planning and implementing programs and activities inthe Veterans Resource Center.
5. Screen for and schedule counseling appointments.
6. Analyze problems, evaluate alternatives and recommend or adopteffective courses of action in accordance with established policiesand procedures.
7. Set priorities and exercise sound judgment within areas ofresponsibility.
8. Track and report statistical information utilizing complexspreadsheets and databases.
9. Understand, interpret, explain and apply applicable laws,codes, regulations, policies and procedures.
10. Maintain confidentiality of District and student files andrecords.
11. Effectively engage and support historically minoritized groupsby addressing issues of equity and improving culturally responsiveservice-oriented practices.
12. Communicate effectively, both orally and in writing.
13. Understand and follow written and oral instructions.
14. Operate a computer and use standard business software.
15. Represent the District effectively one on one and in a varietyof group settings.
16. Exercise tact and diplomacy in dealing with sensitive, complexand confidential student issues and situations.
17. Establish and maintain effective working relationships with allthose encountered in the course of work.

EDUCATION AND EXPERIENCE

An associate degree with coursework in education, psychology, finance or another relevant field and one year of closely related work experience in reviewing documentation and determining eligibility for financial aid or program participation; or anequivalent combination of training and experience.

Experience working with the Veterans Administration and/or VAeducational benefits is preferred.

LICENSES, CERTIFICATES AND OTHERREQUIREMENTS

Certain assignments may require a California driver's license and the ability to maintain insurability under the Districts vehicle insurance program.

Must obtain and maintain School Certifying Official certification.

Completion of Mental Health Awareness training is highlydesirable.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representativeof those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Physical Demands

While performing the duties of this class, employees are regularlyrequired to sit; talk or hear, in person and by telephone; usehands repetitively to finger, handle, feel or operate standardoffice equipment; and reach with hands and arms. Employees arefrequently required to walk and stand and stand for long periods ata time; and lift up to 10 pounds and occasionally up to 25pounds.

Mental Demands

While performing the duties of this class, employees are regularlyrequired to use written and oral communication skills; read andinterpret data, information and documents; analyze and solveproblems; observe and interpret situations; learn and apply newinformation or skills; perform highly detailed work; work onmultiple, concurrent tasks; work with frequent interruptions; workunder intensive deadlines; and interact with District managers,staff, the public and others encountered in the course ofwork.

WORKING ENVIRONMENT

The work environment characteristics described here arerepresentative of those an employee encounters while performing theessential duties of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Employees work under typical office conditions subject to frequentpublic contact and interruption; and intermittent exposure toindividuals acting in a disagreeable fashion.

The employee may be required to travel to locations other thanassigned work site and to adjust to work schedule changes andrequirements to work overtime.

Assessment Process

Only the most qualified applicants will be invited to interview for the assignment.

Work Schedule: Mon-Fri, 8am-5pm