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Student Programs Specialist

Job Description


Facilitates and monitors the programmatic implementation, compliance, and business activities of multiple Federal, State, and other specially funded academic and/or student programs and provides professional-level staff support by providing internal and external liaison, data analysis, problem solving, transactional processing, and reporting support.

Typical Duties

Facilitates and monitors college-wide or District-wide implementation of one or more Federal, State, and specially funded programs designed to support academic and/or student services programs at the colleges.

Proactively tracks assigned programs for compliance with schedules, budgets, and achievement of program outcomes and objectives.

Troubleshoots operational issues involving program policies and regulations, programmatic implementation, and processing of transactions and reports in compliance with District and funding source guidelines and provides recommendations for problem resolutions.

Facilitates collaboration and coordination among the same or similar programs/services by gathering and distributing information; convening regular meetings; and staffing project/task teams to address topics of mutual interest.

Serves as the District liaison between funding agencies and functional program staff regarding updates or changes in regulations, schedules, budgets, and program strategies or priorities; serves as the resident expert on compliance and interpretation of applicable regulations, policies and procedures and their translation into District operational policies.

Compiles data to identify operational and compliance issues and to inform management decisions related to policies of the student program and organizational division, transactional processing requirements, work quality and compliance, and achievement of outcomes.

Prepares reports and correspondence containing descriptive, analytical, and evaluative content related to business and operational activities of the assigned program and administrative division.

Effectively utilizes the capabilities of specialized software programs in the production of management information and reports.

Facilitates the processing of transactional documents/actions to: insure efficient and accurate processing; identify the cause and impact of delays or other problems; effect appropriate solutions; and gain required administrative and Board approvals.

Confers with District-level managers and staff on behalf of college program staff to facilitate collegial relationships and ensure both general operational effectiveness and efficiency and compliance with applicable funding agency and inter-agency contract provisions.

Recommends changes in processes and methods to insure consistency, appropriate controls and auditability, and/or increase desired program outcomes.

Provides orientation and training to college program staff and others regarding program policies and practices and the processing of business documents in accordance with established standards; develops process maps and standardized procedure manuals for division and college functional program staff.

Researches grant opportunities for the purpose of developing additional funding resources for both current and proposed specialized student services and programs; drafts grant proposals and applications and supporting documentation.

Monitors the submission of District-wide proposals and funding applications for the purpose of maximizing success in obtaining new and/or enhanced funding for specialized student services and programs.

Attends and participates in regional and state conferences and meetings.

Maintains documentation of District-wide activities for assigned programs.

Communicates, orally and in writing, changes in process to impacted external business units and staff.

May provide work direction to technical and clerical staff.

Performs related duties as assigned.

Distinguishing Characteristics

A Student Programs Specialist provides facilitation and monitoring of the programmatic implementation, compliance, and business activities of multiple Federal, State, and other specially funded academic and/or student services programs at the colleges and provides professional-level staff support to the programs by providing internal and external liaison, data analysis, problem solving, and reporting support for the programs.

A Student Services Specialist performs duties related to the development, promotion, coordination and evaluation of student services programs. A thorough knowledge of program requirements, goals, and procedures is continuously applied in performing the duties of this class.

An SFP-Program Specialist develops, implements, promotes, and evaluates an assigned small program, a portion of a larger specially funded program, or performs a variety of technical computer support duties in support of the office operations of a specially funded program at a college. Employment in this classification is limited to the duration and funding period of the program.


General supervision is received from a classified or academic senior administrator. Work direction may be exercised over assigned technical and clerical staff.

Class Qualifications

Knowledge of:

Mission, objectives, and goals of academic and student services programs

Principles of program management

Principles of budget management, accounting, and business administration

Principles and practices associated with grant/contract development and administration

Federal, state and/or community funding sources and mechanisms

Laws, regulations, rules, and policies governing the administration of Federal grants, cooperative agreements, and awards

Laws, regulations, rules, and policies governing community college academic and student services programs

Techniques and methods of research including data collection, analysis, and interpretation

Capabilities of computer systems, software, and hardware used in the business and operational activities of the assigned administrative division

Ability to:

Oversee and facilitate the implementation and business activities of academic and student services programs

Analyze problems and devise effective solutions to programmatic and operational business problems

Interpret and apply laws, regulations, policies and contract/agreement provisions to assigned program(s)

Set goals, work well under pressure, meet deadlines, and manage multiple assignments and shifting priorities

Work independently on assigned projects

Promote teamwork and effective liaison among staff in student programs

Prepare clear, comprehensive, and effective reports and correspondence

Communicate concisely and effectively, both orally and in writing

Effectively utilize computer equipment, software, and management information systems in the performance of duties; learn specialized computer applications

Work effectively and cooperatively with administrators, District staff, and representatives of governmental agencies

Travel to on- and off-site meetings

Entrance Qualifications

Education and Experience:

A.  A bachelor’s degree from a recognized college or university preferably with a major in business administration, public administration, educational administration, student services administration, adult education or a related field AND one year of full-time, paid, professional-level experience involving programmatic review of management, fiscal, and business data, systems, processes, and outcomes and the development of operational recommendations and their implementation. Experience with instructional or student support programs is desirable.


B.  A master’s degree from a recognized college or university with a major in business administration, public administration, educational administration, student services administration, adult education or a related field. Experience with instructional or student support programs is desirable.


A valid Class “C” California driver's license is required.

Travel to locations throughout the District is required.


  • Medical and dental insurance and vision care plans are provided for employees and their dependents.
  • A $50,000 life insurance policy is provided free of charge for each employee.
  • New employees receive 12 full-pay days and 88 half-pay days of illness leave.
  • At least 15 paid holidays per year.
  • Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
  • Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
  • Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
  • Employee Assistance Program

Selection Process

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.


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