Student Services Program Assistant (Internal)

Position Summary This position is posted in compliance with Alabama Code 16-22-15.
It is the intent to place a current employee in this position.
(Continuation of position is contingent upon grant funding) SALARY: Appropriate placement on Alabama Community College System Board of Trustees Salary Schedule E3, Grade 04 Salary Range $38,979 - $56,128 (12 month – Non-exempt) Essential Duties and Responsibilities ESSENTIAL JOB FUNCTIONS: The Student Services Program Assistant shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the Drake State Community and Technical College Faculty and Staff Handbook.
Provide clerical support for the Student Services Unit Receive and handle communications, including electronic communications, correspondence, and telephone calls Manage affairs in the assigned office(s) in an effective and professional manner Compose letters, memorandums, and other correspondence Schedule and arrange all appointments, meetings and travel plans Maintain a comprehensive filing system of all student files Ensure all student files are scanned in the BDMS system File and maintain documents of a confidential nature Maintain student information in the CRM software system Work effectively with Banner processes Collect data to support retention, promote student success and increase graduation rates Provide information on available college programs and the admissions procedures to current and prospective students Assist students in resolving problems concerning their student records Assist students with the admission and registration processes Provide enrollment and registration information to prospective students in person, by telephone, and through the mail Assist the Success Coach/Dual Enrollment Coordinator with reports and registration Assist the assigned office(s) in implementing strategies to ensure accuracy, quality, and effectiveness in data collection, evaluation, and dissemination Assist with ensuring accountability and control of College assets Order and maintain equipment and supplies Assist with graduation efforts Assist with planning and promoting student engagement activities Assist with administrative responsibilities for emergency grant funds Prepare and assist with a variety of correspondence, complex documents, reports and other materials (e.
g.
letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.
) for the purpose of documenting activities, providing written reference, and/or conveying information Perform advanced clerical duties to support the Student Services Unit, including typing, filing, copying, faxing, answering the telephone, ordering supplies, and mailing and/or distributing letters, memos, and reports to internal and external stakeholders Maintain confidentiality of identified sensitive information and of departmental information Format, edit and revise as needed, documents and reports produced by the Student Services Unit Assist the Coordinator of Student Engagement and Success in formatting, editing, and revising the College’s catalog and the student handbook.
Assist with the managing of Degree Works in Banner Establish and maintain effective working relationships with other employees and members of the public Serve on college committees as requested Display professional conduct in dealing with students and the college community Dispense necessary reports in a timely manner Continue professional development through professional organizations, seminars, etc.
to maintain and improve skills Retain and submit documentation as requested to support accreditation efforts Perform other work-related responsibilities as assigned by the Directors in the Student Services Unit, Dean of Students, and/or President Job description may be modified or altered at any time by management.
Qualifications REQIRED QUALIFICATIONS: Minimum of an earned Associate’s degree from a regionally accredited institution Proficient in Microsoft Office suite including Word, Excel, PowerPoint, Outlook, 365, and Teams Ability to analyze, proof-read and comprehend complex documents Ability to project a professional and congenial demeanor Detail oriented Ability to establish and maintain effective working relationships with students, other employees, and the public Strong interpersonal skills and work ethic Ability to work independently and maintain confidentiality Ability to work flexible hours Excellent organizational skills and the ability to handle multiple tasks Evidence of excellent written and oral communication skills Evidence of outstanding customer service skills PREFERRED QUALIFICATIONS: Earned Bachelor’s degree from a regionally accredited institution Experience with compilation of complex documents, including hyperlinks, charts, table of contents, etc.
DESIRED PROFILE: Preference will be given to candidates who can demonstrate through their experiences and accomplishments: Understanding of and commitment to the philosophy and mission of a community and technical college Sensitivity and commitment to cultural diversity Ability to handle multiple tasks and various situations in a calm and professional manner Ability to work well under pressure and deadlines Commitment to teaching and learning, where recent high school graduates, adult students, and non-traditional students are involved Application Procedures/Additional Information Applicants must meet the minimum qualifications and must submit a complete application packet through the NEOED on-line application system to be considered.
A complete application consists of the following: An on-line application Current resume Copy of college transcripts (Transcript must confirm applicant meets educational requirements.
) Application materials must provide documentation that the applicant meets all minimum qualifications.
Background Check Requirement In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and agree to a non-refundable fee of $24.
40 for a criminal background check.
Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
IMPORTANT INFORMATION Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position.
Complete application files must be received no later than the application deadline.
Applicants who fail to submit all required information will be disqualified.
Only applications received during the open period of this announcement will be considered.
Applicants must travel at their own expense.
Finalists will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Drake State Community and Technical College from the institution(s) granting the credits.
All applicants must have an on-line and completed application packet by the deadline date.
All applications received will be screened and interviews scheduled by appointment only.
All applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense.
Applicants must demonstrate written proficiency in English as part of the on-campus interview process.
Drake State Community and Technical College is an active participant in the Employment Eligibility Verification Program (E-Verify).
E-Verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.
Drake State Community and Technical College is an equal opportunity employer.
It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.
Drake State will make reasonable accommodations for qualified disabled applicants or employees.
Drake State reserves the right to withdraw this job announcement at any time prior to awarding.
Drake State compiles information about safety and security and publishes an annual report.
This report can be found on the website by accessing the crime and safety report link.
The link can be found on the Drake State home page by clicking the “About Drake State” tab and then selecting the “Campus Security Report” link.
A copy can also be obtained by contacting the Director of Operations at 256-551-5210.
The College reserves the right to fill the position within (120) days of the job announcement stated closing date or to not fill the position due to budgetary or operational considerations.
Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.
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