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Student Services Specialist - Disabled Students Programs & Services

Student Services Specialist - Disabled Students Programs & Services

MiraCosta College

For full details and to apply, go to the external application link on Handshake.

Type of Assignment: Full Time

Assignment Category: Regular Position

Position Details:

One regular, full-time position, 40 hours per week, 12 months per year on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Salary Range: 21

Compensation: Starting $5,219.78 per month (range 21, step 1 from the FY 20/21 salary schedule).

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.


A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

Position Term in Months: $Term

Application Procedure:

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the representative duties and desirable qualifications.

4. Transcripts of college coursework which provide evidence of meeting the minimum qualifications as stated in this job posting. Unofficial or legible photocopies are acceptable.
If a degree(s) was earned, the transcripts must state that the degree was awarded.
Any degree/coursework used to satisfy the minimum qualifications must be from a postsecondary institution accredited by an accreditation agency recognized by either the U.S. Department of Education or the Council on Postsecondary Accreditation.

If your degree(s) is from a college or university outside of the United States, you must submit a detailed evaluation from a professional evaluation agency.

To view a list of agencies approved by the California Commission on Teacher Credentialing, go to Transcripts or translations in English still require the evaluation to show the U.S. equivalence of your degree.

The screening and interview committee will review application materials for up to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function:

Under general supervision, assist with the planning and implementation of a specialized area of Student Services; assist with student intake and provide specialized program information, assistance and advice to students regarding college programs and services or direct students to appropriate resources; coordinate with other student services and instructional departments; provide support to at-risk student populations; assist with events and may take the lead in planning certain events; perform administrative support and input program-specific information into databases and computer systems; assist in the coordination and scheduling of proctoring support for students with disabilities, and perform related duties as assigned.

Distinguishing Characteristics:

A Student Services Specialist is differentiated from a Student Services Coordinator in that an incumbent in the latter class has lead-level responsibilities and a higher level of independent program support duties.

Essential Duties & Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Assist in the day-to-day operation of a student services program or department; participate in front-desk coverage and screen students for program and services; assist students with understanding and completing matriculation requirements, applications and/or forms; assist students with course, transfer and career research using both online and print resources; answer routine questions and explain program or service processes, procedures, rules and guidelines; screen student needs for Counselors and schedule student counseling appointments; assist students in accessing student services such as enrolling in program, setting up tests, attending workshops and accessing materials.
2. Deliver orientations and/or presentations to current and prospective students, faculty and staff, parents, high school counselors, community organizations and other colleges and educational institutions; represent the college, department or program at events, such as college and job fairs, orientation programs, community events and outreach events targeting program-specific populations; conduct program-specific workshops and classroom presentations; develop and maintain relationships with community partners.
3. Coordinate logistics of major events, including liaison with event participants, vendors and sponsors; work with campus facilities, campus security and other departments; order food, materials and supplies; troubleshoot onsite, proactively resolving issues; assist in identifying and recruiting speakers; prepare and produce promotional materials including flyers, invitations, programs and publications.
4. Administer student assessment and placement testing; assess student records; review test results, transcripts and course equivalency information, graduation articulation requirements and transfer information; provide students with routine transfer information including dead-lines, restrictions and articulation agreements; assist students in preparing applications.
5. Serve as the functional specialist for program-specific electronic databases and programs; facilitate student, faculty and staff use of systems and programs; track and input program statistical and student data into appropriate systems and maintain and update student files and records; prepare routine statistical records and reports; develop and conduct studies and analyses to identify need for new programs and services and evaluate the effectiveness of current programs; may assist in assessing student area outcomes in applicable programs.
6. Provide administrative assistance to the Director, Program Supervisor and Counselors; submit personnel requisitions; train new student and temporary workers; maintain a variety of standard office and specialized records and files; maintain spreadsheets and databases; generate sensitive and complex reports, documents and personnel documentation using advanced word processing; process purchase requisitions and monitor budgets.

Other Duties:

1. Develop communication tools to student services including posters, social media and any tools used on campus to promote activities.
2. Prepare and administer budgets for specific events as assigned; authorize expenditures according to established guidelines.
3. May provide work direction to student and temporary workers.
4. Perform related duties as assigned.

Knowledge Of:

1. Student services program goals, objectives, policies, procedures and practices.
2. College course prerequisites and matriculation policies.
3. Practices, concepts and techniques used in customer service.
4. Office administration practices and procedures.
5. Procedures followed in administering and scoring standard and other academic tests and recording and reporting test results.
6. The district’s student record-keeping systems, including appointment setting and accessing student test information as applicable to area of assignment.
7. Modern office practices, procedures and equipment including computers and applicable software programs.
8. District organization, operations, policies and objectives applicable to assigned area of student services.
9. Applicable federal, state and local laws, rules and regulations.
10. Principles and practices of sound business communications, including correct English usage, grammar, spelling and punctuation.
11. Basic principles and practices of employee supervision.
12. District human resources policies and labor contract provisions.

Ability To:

1. Assign and review the work of student workers and temporary staff.
2. Assist in the planning and implementation of programs and activities in assigned Student Services area.
3. Screen for and schedule counseling appointments.
4. Oversee the day-to-day operations, maintenance, activities and services of a community college student service center.
5. Coordinate, manage and use automated systems for maintaining and reporting test results for various tests.
6. Analyze problems, evaluate alternatives and recommend or adopt effective courses of action.
7. Set priorities and exercise independent judgment within areas of responsibility.
8. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials.
9. Track statistical information utilizing complex spreadsheets and databases.
10. Understand, interpret, explain and apply applicable laws, codes and regulations.
11. Present proposals and recommendations clearly, logically and persuasively.
12. Operate a computer and standard business software.
13. Maintain confidentiality of district and student files and records.
14. Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
15. Represent the district effectively in public settings.
16. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
17. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:

Graduation from an associate degree program and one year of closely related work experience in student services; or an equivalent combination of training and experience. A bachelor’s degree is preferred and may be required to advance to higher levels in the class series.

Desirable Qualifications:

• Experience maintaining confidential records in accordance with federal and/or state regulations, including medical records, Learning Disability (LD) testing protocols, anecdotal records and file documentation, and psychological reports.

• Previous experience working with computer systems and applications related to counseling functions such as ClockWork, SARS, PeopleSoft, and web-based software.

Licenses & Other Requirements:

A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort:

The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending, stooping or crouching; occasional light lifting, carrying, pulling and/or pushing of objects weighing up to 25 pounds; ability to travel and/or drive to various locations on and off campus as needed to conduct district business; ability to work at a computer station for extended periods on an as-needed basis, involving light, repetitive use of hands, wrists and forearms; ability to view small-font words/ symbols on a computer monitor for extended periods.

Emotional Effort:

Ability to develop and maintain effective working relationships involving appropriate interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:

Primarily indoor office learning center or classroom environments; subject to frequent contact and interruptions by individuals in person or by phone; intermittent exposure to angry and/or verbally aggressive individuals; may be required to work evening hours on an as-needed basis; may work at any district location.

Posting Number: S20/21023P

Human Resources Contact Information: or 760.795.6854

Job Close Date: 12/14/2020

Open Until Filled: No

First Screening Date:

About MiraCosta College

MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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