Student Support Specialist (Program Specialist 2)

CCS Spokane • Spokane, WA

16h • $3,827 - $5,111 • Onsite

About The Position

Under general supervision of the Manager of Student Support Services, the Program Specialist 2 coordinates specialized student support and workforce funding programs including Worker Retraining, WorkFirst, Basic Food Employment and Training, Passport to Careers, Opportunity Grant, Early Achievers Grant, Student Emergency Assistance Grant, Supporting Students Experiencing Homelessness, and related student support initiatives. The specialist reviews student applications, verifies eligibility information, determines file completion, processes awards, monitors academic progress requirements, interprets program rules and procedures, maintains student and grant records, prepares reports, provides program information to students and external agencies, and refers students to appropriate campus and community resources. This position serves as a program resource for students, faculty, staff, and external partners regarding assigned workforce funding and student support programs. The position exercises independent judgment in applying established program requirements, determining routine eligibility, identifying documentation needs, prioritizing student support needs, maintaining confidential records, and referring exceptions, appeals, unusual compliance issues, or policy questions to Workforce Services leadership.

Requirements

• Associate degree or higher from an accredited institution. Or an equivalent mix of education and experience that demonstrates the candidate meets all required competencies for this position.
• Strong written, verbal, and interpersonal communication skills.
• Experience interpreting policies and procedures based on government regulations.
• Excellent student-centered customer service, outstanding interpersonal skills, organizational skills, and attention to detail.
• Experience working with student/client records.
• Intermediate to advanced skills with Microsoft Office products.

Nice To Haves

• Two or more years of related experience.
• Experience with a student management system, e.g., PeopleSoft.
• Familiar with Worker Retraining, WorkFirst, BFET, or OG funding program(s).
• Knowledge of Spokane Colleges vocational education programs.

Responsibilities

• Review student applications for Worker Retraining, WorkFirst, BFET, Passport to Careers, Opportunity Grant, Early Achievers Grant, SEAG, SSEH, and related student support programs.
• Determine whether student files are complete by verifying required forms, student information, enrollment status, program of study, financial aid information, residency or funding criteria, agency documentation, and other required materials.
• Interpret and apply established federal, state, institutional, and grant-specific requirements to determine routine student eligibility for assigned workforce funding and student support programs.
• Contact students to request missing documents, clarify application information, explain program requirements, and provide next steps for completing the application or funding process.
• Process student awards, tuition assistance, emergency assistance, or other approved supports within assigned program parameters and established procedures.
• Enter award information, eligibility status, student notes, funding details, and program participation information into student management systems, spreadsheets, databases, or other approved tracking tools.
• Identify student applications involving exceptions, appeals, unusual circumstances, conflicting information, or eligibility questions outside established procedures and refer them to Workforce Services leadership for review.
• Provide information to students regarding assigned workforce funding and student support programs, including eligibility requirements, application steps, documentation requirements, award limits, academic progress expectations, deadlines, and continued participation requirements.
• Meet with students by phone, email, video, or in person to review support needs, explain available resources, and help students navigate assigned program processes.
• Determine student support needs and refer students to appropriate campus and community resources, including Financial Aid, Admissions and Registration, advising, basic needs resources, housing support, food assistance, childcare resources, transportation resources, employment services, and external agency partners.
• Communicate with faculty, staff, and external agencies regarding student program participation, required documentation, referrals, timelines, and program requirements while maintaining confidentiality.
• Participate in outreach activities, workshops, orientations, or presentations to explain workforce funding and student support programs to students, staff, and community partners.
• Maintain electronic and paper student files, application records, eligibility documentation, award records, case notes, academic progress documentation, referral records, and grant compliance materials.
• Enter, update, scan, upload, file, and retrieve student and program information in ctcLink, student management systems, spreadsheets, databases, shared drives, and other approved tracking tools.
• Track student participation, award status, funding usage, enrollment status, academic progress, support services provided, and required follow-up actions.
• Reconcile student award records, program spreadsheets, grant funding records, billing documentation, and expenditure information to support accurate awarding, budget monitoring, and reporting.
• Compile data and supporting documentation for grant reports, internal reports, program summaries, billing documentation, audits, and compliance reviews.
• Review records for accuracy and completeness, identify missing or inconsistent information, follow up on routine corrections, and refer unresolved discrepancies to the appropriate supervisor or department.
• Monitor quarterly and annual academic progress for students receiving workforce funding, tuition assistance, emergency assistance, or other assigned program support.
• Review enrollment, grades, completion status, program participation, and continued eligibility requirements to determine whether students remain in compliance with assigned program expectations.
• Interpret and apply established program rules, grant requirements, institutional procedures, and funding guidelines related to academic progress, continued participation, allowable costs, documentation, and reporting.
• Notify students of missing requirements, academic progress concerns, documentation needs, deadlines, or program participation issues.
• Identify compliance concerns, possible over-awards, eligibility changes, student appeals, funding exceptions, or unusual program issues and refer them to Workforce Services leadership for review.
• Develop and maintain program forms, checklists, student instructions, application materials, tracking tools, quality assurance procedures, and training materials for assigned programs.
• Review program procedures and records to identify process gaps, recurring errors, missing documentation, or areas needing clearer instructions.
• Provide training, cross-training, or procedural guidance to staff and students regarding assigned program requirements, forms, application steps, documentation, and tracking processes.
• Assist with preparation of promotional materials, student communication templates, workshop materials, and program information resources.
• Serve as a program contact for assigned student support and workforce funding programs with students, staff, faculty, Financial Aid, Admissions and Registration, external agencies, community partners, and state or grant contacts as assigned.
• Attend meetings, trainings, conferences, or partner meetings related to assigned programs and share relevant program updates, deadlines, procedural changes, or reporting requirements with Workforce Services staff.
• Maintain confidentiality of student, financial, program, and grant records in accordance with FERPA, district procedures, grant requirements, and record retention expectations.
• May provide task direction and workflow support to lower-level staff, temporary hourly employees, student employees, or work-study employees assigned to assist with program records, filing, data entry, or outreach tasks.
• Model professional decorum and mutual respect in all personal interactions.
• Comply with district policies, procedures and directives, state and federal regulations, grant requirements, orders and statutes, and collective bargaining agreements.
• Support and advance Spokane Colleges’ strategic plan and perform other duties as assigned.

Benefits

• Medical, dental, life and long term disability insurance benefits are provided as currently administered under Public Employees Benefits Board
• WA State Retirement Plan
• Vacation and sick leave begin to accrue at the rate of 11.33 hours vacation and 8 hours sick leave per month, upon employment.
• Leave accruals and usage are governed by the WFSE collective bargaining agreement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree