TITLE School Certifying Specialist
CLASSIFICATION NUMBER 3075
IMMEDIATE SUPERVISOR Director, Veteran Student Services
MAJOR ADMINISTRATOR Assistant Vice President for Enrollment Management/Registrar
The School Certifying Specialist evaluates and process Department of Defense (DOD) and Department of Veterans Affairs (VA) education benefits, verifies student benefit eligibility, helps students through the benefit application process, updates benefit information on a continuous basis in DOD/VA and/or University systems, runs and review queries to monitor student’ academic progress noting any concerns, ensures the school maintains compliance with all VA/DOD and state policies as they relate to military educational benefits, keeps supervisor and staff informed of any pertinent changes to related military education policies, codes students and builds contracts according to their respective benefit programs, coordinates with the school bookstore regarding payment information as it relates to military educational programs, manages the front office, and ensures all supplies and work orders are processed, including for other areas as specified.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required. A Bachelor’s degree is preferred.
Experience: Four years of successful administrative support experience is required, however education beyond high school may be substituted for the minimum experience required, per the Job Family 1 Knowledge Equivalencies Chart. Administrative support experience in a college Veterans Services office is preferred.
Skills: Knowledge of and the ability to use computerized management information systems (databases) are required. Effective interpersonal, verbal, and written communication skills are required. The ability to work with a minimum of supervision is required. The ability to learn and follow complex procedures and detailed policies is required. Effective decision-making skills are required. Keyboarding and data entry skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Considerable data entry work is required. The position requires extended periods of time at a computer station and extensive utilization of information displayed on a computer monitor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides effective customer service by having a thorough understanding of applicable academic regulations, rules, laws, policies, and procedures related to Veterans Services functions and applying that knowledge to the provision of information, problem solving, and information processing.
2. Maintains the integrity of academic and VA/military-related records by understanding the information contained in various databases, changing, correcting, or modifying that information accurately and in compliance the academic regulations, correctly interpreting that information and explaining it to students, staff, and faculty, as needed, and reviewing reports to identify errors.
3. In the absence of other appropriate staff and/or the Assistant Registrar, Veteran Student Services, answers questions regarding the admissions process, graduation process, overall VA/military benefits process, the VA Work Study process, and transfer credit process.
4. Serves as a School Certifying Official by processing VA benefit certifications through the appropriate systems, verifies student benefit eligibility for applicable benefits, ensuring the university maintains compliance with all related federal, state, and/or University policies.
5. Monitors VA and University systems to ensure accurate and up-to-date records, terminating records as appropriate, noting all graduations and changes in student status, informing supervisors of any issues with student VA records, and coordinating appropriate support for students by working with the Assistant Registrar, Veteran Student Services, VA education, VA debt management, and VA Vocational Rehabilitation.
6. Coordinates VA/military benefit programs with Financial Aid, Financial Services, the University Bookstore, and other University offices as appropriate and ensures timely payments are being made to the University and its entities in the manner prescribed by VA and school policy.
7. Facilitates the enrollment process by providing information about changes of schedules, withdrawals, refunds grading policies and procedures, deadlines, cancellation and rebuilding of schedules, grade appeals, transfer evaluations, encumbrances, academic advisement, prerequisites, drops, deleted sections, permissions, overloads, special courses, etc. to the Veterans Services student population in a timely manner.
8. Provides administrative support services, including but not limited to, filing and purging records, processing incoming and outgoing mail, managing the front office, and ensuring that all supplies are ordered and work orders are processed.
9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
10. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, attending training and/or courses as required by the supervisor, and providing updates to the supervisor and other staff regarding any information that relates to the University’s VA/military benefit certification processes as a result of new information gained at training sessions.
11. Contributes to the overall success of the Office for Veteran Student Services by performing all other duties as assigned.
The School Certifying Specialist is supervised by the Director, Veteran Student Services and assists with the supervision of student employees.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.