Student Development Office Assistant (Substitute) (SC - SD)

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 office support and clerical duties in support of the assigned Student Development office activities; assists the Student Affairs Director of an assigned college by participating in overseeing the day-to-day activities of the Student Development facility including the Office and Game Room; assists in coordinating special events and activities; provides information and assistance to students involved in Associated Student Government (ASG); works with the Interclub Council (ICC) and over 30 student clubs in promoting leadership opportunities; and maintains a variety of records and files, including financial records, and generates a variety of statistics and reports.

DISTINGUISHING CHARACTERISTICS

An incumbent assigned to this categorically funded classification is assigned to perform a wide range of clerical and financial record-keeping duties independently for the Student Development Office in the Student Services division of a college. The incumbent oversees the student activities of the Office and Game Room and typically receives only occasional instruction or assistance as new or unusual situations arise. An incumbent should know and understand the operating procedures and policies of the Office upon completion of the probationary period.

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. Prepare cost estimates for budget recommendations; develop and track assigned budgets including accounts for ICC and ASG; monitor and control expenditures and recommend budget transfers as needed; assist in preparing recommendations and justifications regarding budget requests; process requisitions for the ICC and student clubs; assist ICC executive cabinet members with budgetary tracking.

2. Verify eligibility for students participating in Interclub Council (ICC) and club representatives; provide rosters as needed for verification purposes; assist ICC student representatives and faculty advisors in planning events; assist with special events and activities related to the Student Development Office.

3. Oversee the operations of the game room including hiring and supervising staff and accounting for deposits; coordinate the sale of ASB stamps with ASG and ICC representatives; work evening hours from 10 a.m. to 7 p.m. to oversee Student Development Office and Game Room or participate in student activities.

4. Answer telephone and walk in queries to the office; coordinate program activities with other student services functions and programs as needed; communicate with other students and staff as needed to coordinate events and activities.

5. Operate an electronic keyboard to input, retrieve, and maintain financial data and text; type, format, proofread and print financial records and reports as well as letters and memos; type from rough draft or verbal instructions; compose correspondence.

6. Apply applicable policies and procedures while preparing and maintaining a variety of records and reports; keep ASG and Board minutes updated in the Student Development Office; verify and review written materials for completeness and conformance with established regulations and procedures.

7. Assist in maintaining office supplies, facilities, and resources.

8. 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:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Principles, practices and procedures of business letter writing, data collection, recordkeeping, and report preparation.

Financial and statistical recordkeeping.

Interpersonal skills including tact, patience, and diplomacy.

Office assistance and support duties applicable to a student development office.

Principles and practices used to establish and maintain files and information retrieval systems.

Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Basic mathematical concepts.

Work organization principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Learn, interpret, apply, explain, and comply with general District, administrative, and office policies and procedures as well as pertinent laws, regulations, ordinance, and other legal requirements and eligibility criteria for Student Development programs.

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

Apply accounting principles to the maintenance of financial accounting transactions and auditing of financial records.

Maintain the security of confidential materials.

Respond to requests and inquiries from students, staff, or the public; effectively present information in person or by telephone to students, staff, or the public.

Operate word processing, desktop publishing, spreadsheet, database management, and specialized software proficiently.

Operate office equipment such as computer printer, calculator, copier, and facsimile.

Schedule and coordinate a variety of developmental activities.

Independently prepare routine correspondence and memoranda.

Work independently in the absence of supervision.

Hire, train, supervise, and evaluate the performance of game room personnel.

Perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the assigned student development services and activities.

Use sound judgment in recognizing scope of authority.

Type or enter data at a speed necessary for successful job performance.

Compile and organize data and information.

Maintain filing systems.

Exercise good judgment in maintaining information, records, and reports.

Plan and organize work to meet schedules and changing deadlines.

Adapt to changing technologies and learn the functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person

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 completion of twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.

Experience:

Two years of increasingly responsible technical accounting clerical experience involving public contact.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee 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 Student Development office and Game Room setting. Duties are primarily performed in an office environment while sitting at a desk or computer terminal but are also performed in a Game Room or at various student activities while overseeing student events and activities. Incumbents are in constant contact with students. Work is subject to frequent interruptions, noise from talking, laughing, or other student interactions; also noise from office or game room equipment. Also subject to working under demanding timelines. At least minimal environmental controls to assure health and comfort. Must be willing to work evening hours from 10 a.m. to 7 p.m.

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.

Work Schedule: TBD - Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week: Up to 25

Employment Conditions and Information:

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1 st through June 30 th ). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis. Education Code Section 88003 states "Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.”

After successful completion of the onboarding requirements, an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the SOCCCD. The assignment may be shortened or extended at any time, due to departmental needs, with little to no notice. NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

NBU employees are limited to working in a single position for a single department and site (assignments are onsite only).

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1 st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example : For the following reporting period: January 1 st through January 31 st , the NBU employee will be paid on February 10 th .

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS), through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

Closing Date/Time: Wed, 30 Sep 2026