Job Posting for Veterans Services Specialist at Palomar College

Please see Special Instructions for more details.

The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Posting Details

Position Information

Position Title

Veterans Services Specialist (Two Positions)

Department

Veterans' Services

Location

San Marcos

Full or Part Time

Full-Time

Category

Classified

Hours per week

Number of Months

12 month

Work Schedule

Monday – Friday, 8:00 a.m. – 5:00 p.m. Occasional night and weekend hours may be required due to department needs.

Grade

Salary/Wage

$5,267.39

Salary/Wage Frequency

Monthly

Benefits

In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.

Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution)
Vacation, sick leave and 25 paid holidays
$80,000 employee term life/accident insurance policy (additional buy up options available)
Employee long-term care insurance
Employee Assistance Plan (EAP) – Confidential free counseling, financial, legal, personal and professional development resources for all members of your household
Additional buy up options available for other voluntary insurance benefits

The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually.

Primary Function

Performs the full range of duties associated with certification and processing of student applications for Veterans Administration (VA) educational benefits in accordance with all applicable legal requirements and guidelines; serves as the VA School Certifying Official with responsibility for all compliance activities on behalf of the District; participates in hiring, schedules and oversees the work of assigned VA student workers; plans and implements a variety of on- and off-campus activities and events; serves as liaison for Veterans Services programs with the VA, the District and students.

Minimum Qualifications

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Experience:Three years of experience involving college admissions, enrollment or records, and/or administrative support experience while serving in any branch of the U.S. military.

Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.

AND

Education: Equivalent to an associate’s degree in business administration or a related field.

Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.e. Bachelor’s degree = 4 years of experience). Click here for Guidelines for Equivalency for Classified Positions.

Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.S. Department of Education will be considered as satisfying the minimum qualifications. Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.S. equivalency and a course by course analysis) by an appropriate U.S. credentials evaluation service. For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.naces.org/index, or the Association of International Credential Evaluators, Inc. (AICE) website at http://aice-eval.org/.

Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement

Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution. Our student body is rich in its diversity. Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.

Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA). We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following:

Access – We make education possible for everyone.
Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.

All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

Preferred Qualifications

Previous experience as a VA School Certifying Official

Licenses and/or Certificates

Positions in this classification are required to attend School Certifying Officials training after hire and annually thereafter.

Supervision Received and Exercised

Supervision Received From: Supervisor, Veterans’ Services

Duties and Responsibilities

Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following:

1. Serves as the VA School Certifying Official responsible for the District’s compliance with all VA regulations outlined in the VA Certifying Official Handbook; attends regular meetings and conferences to receive updated training and information pertaining to VA regulations and policies and procedures; consults with VA officials and other colleges’ Certifying Officials for assistance with regulations and procedures for resolution of complex problems.

2. Prepares, hosts and conducts annual Compliance Surveys with auditors from the Department of Veterans Affairs and the California State Approving Agency including verifying student transcript evaluations, current major declarations and education plans; billing to the VA of tuition and fees; grade reporting for all VA-certified courses; VA-mandated academic probation and dismissal; applicable District catalog information; internal policies and procedures; and VA work study students’ contracts, duties/responsibilities, schedules and timecards.

3. Provides technical information and assistance to students and staff regarding VA benefits, enrollment, fees and other applicable information; provides guidance to students in correct procedures for completion of forms, applications, VA processes and enrollment; explains applications, requirements and restrictions; refers students to other areas of Student Services as appropriate.

4. Reviews applications and other information and certifies student enrollment status for VA benefits; determines appropriate VA educational program and eligibility and provides necessary forms; reviews completed forms for accuracy and completeness; reviews and processes student certifications, unit changes, and VA paperwork related to educational benefits.

5. Monitors students’ enrollment and course completion to ensure compliance with educational plans developed by academic counselors and VA requirements; implements requests to Evaluations and Records for Prior Credit Evaluation (PCE) of all academic transcripts from other colleges.

6. Monitors grades for VA students; prepares correspondence for end-of-term communications, monitors responses and adjusts certifications as necessary; tracks, updates and monitors VA student status regarding priority enrollment status.

7. Monitors all incoming payments made by the Department of Veterans Affairs on behalf of G.I. Bill recipients; adjusts VA certifications determined by financial aid awards; places enrollment blocking services indicators on student accounts who owe the District additional funds; creates and initiates payments of debts owed in compliance with VA, Treasury and VA Debt Management requirements; verifies and initiates refunds to students for overpayments of tuition and fees.

8. Coordinates all planning and logistics for events on- and off-campus pertaining to the Veterans Services office or veteran students such as Veterans Day and Memorial Day ceremonies, student orientations, outreach, student workshops, Professional Development workshops, Veterans Program Administrators of California meetings between San Diego County colleges/universities and the Department of Veterans Affairs, and Region 10 meetings between San Diego County community colleges and VA organizations; serves as liaison for all military-affiliated students at Palomar College to other District departments and community organizations.

9. Assists the Palomar College Foundation regularly with raising funds for veteran student programs and services by gathering and disseminating data for grants, applications and prospective donors; conducts tours for potential donors and District officials around Veterans Services and the Veterans Resource Center; works with Research and Planning to develop and disseminate statistical information regarding veteran students on campus.

10. Maintains the Veterans Resource Center; ensures the center is open throughout each semester; hires, assigns, trains and oversees the work of VA student workers to monitor the utilization of the center and respond to questions and inquiries by VA students; ensures maintenance of the center’s equipment and workstations; arranges for approval and submission of timesheets for veteran student workers to the VA office.

11. Maintains and archives student VA benefit records; documents student contact in VA files; audits records to ensure accuracy; collects, compiles, verifies and records information for the generation of reports for the District and state and federal agencies; prepares and maintains VA student files; certifies VA students’ enrollment status at Palomar College upon request by other colleges at which students are concurrently enrolled; notifies other colleges of VA students’ concurrent enrollment at Palomar College.

12. Maintains and updates the Veterans Services website; develops procedures, forms, applications and other documents; produces a variety of computer-generated reports and statistical data for the Director, Financial Aid, Veterans, and Scholarship Services.

13. Establishes student group listings and processes positive service indicators in PeopleSoft for enrollment fees for veterans certified for educational benefits.

14. Initiates and maintains a log of vouchers issued to the bookstore and the Cashier’s Office for vocational rehabilitation students; monitors students’ bookstore expenses and performs all reconciliation activities.

Marginal Functions:

1. Performs related duties and responsibilities as required.

Knowledge, Skills, Abilities

Knowledge of:

1. VA regulations, rules and policies regarding educational benefits eligibility and certification, VA State Approving Agency regulations and associated practices, processes and procedures.

2. The Family Educational Rights and Privacy Act (FERPA) and other state and federal laws, rules, regulations and policies governing student admissions and financial aid.

3. Methods and techniques of interviewing and advising students and applicants.

4. Operations of a computer and uses of standard business applications including word processing, spreadsheet and database software, enterprise software, and appointment scheduling software.

5. Office administration practices and procedures, including filing and recordkeeping systems.

6. Basic research methods and procedures.

7. Business mathematics and basic bookkeeping concepts and procedures.

8. Principles and practices of sound business communication; correct English usage, grammar, spelling and punctuation.

Skill in:

1. Interpreting, explaining and applying VA, state and federal financial aid regulations, policies, procedures and practices, ensuring consistency and a high degree of accuracy.

2. Advising students regarding VA educational benefits eligibility, financial aid, available services and associated processes and requirements.

3. Evaluating alternatives and reaching sound decisions within areas of assigned responsibility.

4. Auditing and reconciling complex student and financial records and accounts.

5. Assigning and inspecting the work of lower-level staff.

6. Operating a computer, enterprise software, word processing and spreadsheet software and other standard business equipment.

7. Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, age, cultural, physical or mental disability, gender, gender expression, gender identity, medical condition, nationality, race, sex, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.

8. Preparing clear, concise and accurate records, data entries, reports and other written materials.

9. Communicating clearly and effectively, both orally and in writing.

10. Maintaining the confidentiality of department and student records and information.

11. Using tact, discretion, courtesy and patience in dealing with sensitive and difficult students and situations.

12. Establishing and maintaining effective working relationships with others encountered in the course of work.

Working Conditions

Environmental Conditions: The employee works under typical office conditions with extensive exposure to computer screens and frequent contact with faculty, students, staff of other departments, representatives of the VA and other colleges and the public, some of whom may be upset or angry.

Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to stand and walk for extended periods.

Terms of Employment

Full-time, 40 hours per week, 12 months per year.

The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment. Other pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see applicable job posting section for details). Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335.

Posting Detail Information

Open Date

05/20/2024

Close Date

06/03/2024

Open Until Filled

Posting Number

P0903P

Additional Application Information

The hiring committee will determine if interviews will be conducted in person at the College or via Zoom. Travel expenses are not reimbursed by the College. If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates. HR will notify those who are eligible when second-level interviews are scheduled.

Supplemental Questions

Required fields are indicated with an asterisk (*).

* How would you use organizational antiracism efforts to resolve issues for students, staff, or community members who may experience racial microaggressions?
(Open Ended Question)

* How did you hear about this employment opportunity?
- ACCCA.org
- CalJOBS
- CCC Registry
- ChronicleVitae.com (Chronicle of Higher Education)
- Colleague/Friend/Relative
- CraigsList
- DSPSjobs.com
- EdJoin
- Handshake
- HigherEdJobs.com
- Human Resources at Palomar College
- really.com
- indian-affairs.org
- Job Fair
- MilitaryJob.com
- Other Source
- Palomar College website
- San Diego LGBT Job Board (http://www.gsdba.org/pages/Jobs)
- SDBCjobs.com
- Vista Chamber

If other source, please specify.
(Open Ended Question)

Applicant Documents

Required Documents

Cover Letter

Resume/CV

Optional Documents

Supplemental Materials

Transcript 1

Transcript 2

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Veterans Services Specialist

Job Posting for Veterans Services Specialist at Palomar College

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