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Job Description
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision from assigned supervisory or management staff, performs a variety of specialized clerical and administrative duties related to the operations and services of the assigned Transfer Center; provides technical information to students and staff regarding transfer to universities, colleges, and technical/vocational schools; provides resources and assistance to students in accessing appropriate resources; and coordinates a variety of transfer events and related programs.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Provide technical information to students and staff regarding transfer to universities, colleges, and technical/vocational schools; provide information regarding various program and admission requirements.
2. Conduct orientations for students to explain the functions of the Transfer Center; direct students to appropriate resources including college catalogs, college reference guides, and computer programs/systems; provide directions and assistance to students in accessing information in various computer programs/systems including ASSIST, College Source, CSU Mentor, FinAid, and related systems; assist students in locating specific major and career information; assist students in facilitating transfer.
3. Maintain and display current reference and resource material including college catalogs, supplementary brochures, and financial aid/scholarship information; ensure that the information provided to students and staff is current; assume responsibility for selecting and purchasing reference books and computer software programs as necessary.
4. Assist students in the application process to transfer to a college or university; assist in providing workshops for completing applications; provide technical instruction and assistance regarding applications available on-line; proofread and offer suggestions regarding application content.
5. Coordinate various Transfer Center events and programs including Transfer Fairs, Transfer Celebration event, outreach programs, and various workshops; correspond with event participants to ensure participation; organize marketing strategies; advertise and promote events; plan for refreshments; coordinate the set up of adequate tables and canopies; distribute parking passes for event; coordinate other components of events.
6. Serve as referral source for students who have complicated transfer issues; serve as an advocate for students who were denied transfer admission and refer to appropriate sources.
7. Coordinate visits from representatives from other colleges and universities; arrange and schedule appointments for students to meet with representatives from other colleges and universities; coordinate tours of other colleges and universities for students.
8. Maintain a variety of records and files; collect, maintain, and tabulate information regarding the number of students accessing and utilizing the Center and its resources; maintain records of the number of transfer students and documentation regarding where they transfer to and intended major; provide statistical information and reports to administrators.
9. Promote various College transfer programs including the Guaranteed Transfer Programs; screen and refer students to appropriate university admission counselor.
10. Plan, prioritize, assign, supervise, and review the work of student assistants and staff involved in Transfer Center functions and activities; provide training to other staff.
11. Assist in the development of the transfer newsletter; provide pertinent and updated information; proofread content and ensure accuracy.
12. Perform a variety of general clerical duties as required; answer phones; schedule appointments; provide assistance to students; answer questions from the general public; prepare letters and reports.
13. Perform related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Pertinent federal, state, and local laws, codes, and regulations including those related to the transfer of students.
College matriculation requirements.
Confidentiality requirements when dealing with personal and sensitive student information.
Data collection and basic research principles and practices.
Basic mathematical and statistical principles.
Principles, practices, and procedures of business letter writing and report preparation.
Record keeping methods and procedures.
Principles and practices used to establish and maintain files and information retrieval systems.
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Work organization principles and practices.
Principles and techniques used in public relations.
Interpersonal skills using tact, patience, and courtesy.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Ability to:
Provide specialized assistance and information to students and others concerning transfer requirements and Center resources; work with students to facilitate completion of transfer applications.
Assess student needs and make appropriate referrals.
Maintain current knowledge of transfer requirements for colleges and universities; maintain inventory of information.
Understand the organization and operation of the College as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Understand articulation systems.
Perform responsible and difficult clerical and administrative duties involving the use of independent judgment and personal initiative.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Implement and maintain filing and record-keeping systems.
Independently compose and prepare correspondence and memoranda.
Plan and organize work to meet schedules and changing deadlines.
Work within the policies, functions, and requirements of area of assignment.
Provide lead supervision and training to assigned staff.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Type or enter data at a speed necessary for successful job performance.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to two years of college level course work in education or a related field.
Experience:
Two years of increasingly responsible clerical and administrative experience working with students, preferably related to transfer activities.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
Range 123 of the CSEA Salary Schedule
Work schedule: Monday (10 AM - 3 PM), Tuesday (2 PM - 7 PM), Wednesday (10 AM - 3 PM), Thursday (2 PM - 7 PM)
Schedule and shift are subject to change in accordance with the department's needs.
Required Documents: Resume & Cover letter
Applications missing the required documents will not be considered.
Hours Per Week: 20 (50% of Full-Time)
Months: 12
Closing Date/Time: Wed, 25 Jun 2025 -
ABOUT THE COMPANY
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South Orange County Community College District
Show moreAbout the District
South Orange County Community College District encompasses 382 square miles in south Orange County serving over 909,000 residents in 26 communities. We know that higher education is directly linked to quality of life and economic vitality. We have helped generations of families achieve their educational and career goals since 1967.
Distinguished faculty from Saddleback College and Irvine Valley College provide students with rigorous academic classes to prepare them for transfer to four-year colleges and universities, basic skills attainment, or career technical training. Our newest campus, the Advanced Technology & Education Park (ATEP), opened in 2007 and offers courses from our two colleges with a focus on workforce development and career technical skills. Emeritus Institutes and community education programs at our colleges offer lifelong learning opportunities for community members of all ages.
The District is governed by a seven-member elected Board of Trustees and the district's chief executive officer is the Chancellor.
District Services provides centralized administrative services to our three campuses. Executive offices include: Chancellor and Trustee Services, Business Services, Technology and Learning Services, Human Resources, and Public Affairs. These departments provide accounting, benefits, facilities planning, fiscal services, human resources, information technology, institutional research and planning, payroll, public affairs, purchasing, risk management, and warehouse/mailroom services to our district.
The district continually assesses the effectiveness of its services through district-wide surveys, shared governance committees and task forces that are established to accomplish specific projects. Strategic planning has become an essential tool for guiding our direction and assuring compliance with accreditation standards.
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