Military and Veterans Services Coordinator

This position reports to the Associate Dean of Extended Learning.  In this capacity the Military and Veterans Services Coordinator will provide direct administrative support and operational coordination related to the planning, implementation and administration of Extended Learning programs qualifying for veteran related benefits.  The incumbent will be the primary contact to respond to inquiries, market the availability of approved programs for veteran’s education benefits to active duty service members, veterans and their families.  The incumbent will work independent in conjunction with the California State University San Marcos (CSUSM) Veterans Services Director, regarding evaluation and recommendations related to operational and procedural matters, and the Executive Director of Program Development and Community Outreach, regarding outreach and public relation matters.  The Military and Veterans Services Coordinator will troubleshoot administrative challenges on behalf of veterans, family members and other military community students enrolled in CSUSM programs.
 
MAJOR RESPONSIBILITIES:

1. Provide direct administrative support and coordination of daily operations -- 70%
2. Serve as liaison and primary contact to resolve veteran related issues -- 25%
3. Special Projects related to veteran issues -- 5%

1. Provide direct administrative support and coordination of daily operations
   1. Independently coordinate the planning, daily operations, and services of the CSUSM Extended Learning Military and Veterans Services Office.
   2. Use independent judgement to resolve veteran related issues
   3. Coordinate with the Department of Veterans Affairs (DOVA) regarding existing, updated and new credit and non-credit programs, certificates, and courses to maintain/achieve approval for veterans’ education benefits.
   4. Communicate and coordinate with the Extended Learning regarding existing, updated, and new credit and non-credit programs, certificates, and courses to maintain/achieve approval for veterans’ education benefits.
   5. Distribute course and program information and possible civilian career information to students.
   6. Complete intake and major change processing for all Extended Learning DOVA students in approved programs for veterans education benefits to include certificates and courses approved through the VA for veterans educational benefits.
   7. Independently evaluate and report in a timely fashion to the DOVA all appropriate course, program, credit and non-credit, certificate and degree training approved for educational benefits.
   8. Generate reports on enrollment and outreach to Extended Learning.
   9. Manage, maintain and update appropriate DOVA hard copy/electronic forms and databases for certification of eligibility for veteran education benefits.
   10. Regularly check class schedules, courses, programs of Extended Learning student veterans to ensure all related educational benefits funding criteria are met.
   11. Identify and report all dropped classes that would affect payment to prevent overpayment by the VA.
   12. Request appropriate reports from operations.
   13. Report last day of attendance to DOVA for disqualified veterans and/or dependents.
   14. Process income verification and report to the Office of Financial Aid and Scholarship working with the Extended Learning registrar and cashiers.
   15. Assist veterans who, under the guidelines of CSUSM “Policy for Military Called to Compulsory Service,” are called to active duty. This includes but is not limited to leave of absence, refund of fees financial aid issues, etc.
   16. Assist with DOVA auditing to ensure Extended Learning is in compliance with DOVA regulations.
   17. Coordinate DOVA tutorial reimbursement program for eligible vets/dependents.
   18. Independently update policies, procedures, and appropriate documents to incorporate any pertinent campus changes that affect VA recipients (i.e. fee increase, grading policies). Remain current and make necessary recommendations for change to CSUSM Military and Veterans Services Office operations as appropriate to new or changing VA regulations and guidelines.
   19. Provide training and coordinate the work of others
   20. Independently monitor and track all financial budgets related to approved programs
   21. Ensure all financial transactions are handled in accordance with established policies and procedures

1. Serve as liaison and primary contact to resolve veteran related issues
   1. Serve as primary contact/liaison for general public, students and campus community for all Extended Learning VA-related questions and processes.  Manage daily inquiries via office walk-ins, web, e-mail, fax, phone, etc.
   2. Act as primary liaison between the DOVA and Extended Learning veteran student, resolving issues and concerns including those regarding payment and overpayment.
   3. Assist with the updating of Extended Learning fall, winter, and spring catalogs, class schedules, student handbooks, etc., to provide relevant to Extended Learning VA through College and university publications.
   4. Communicate and market the services of the CSUSM Extended Learning Military and Veterans Services Office both internally and externally to the university.  Work with other campus offices including the Financial Aid Office, CSUSM Bookstore, CSUSM Veterans Center, etc., to disseminate applicable and appropriate CSUSM VA policies and procedures.
   5. Communicate and market the services of the CSUSM Extended Learning Military and Veterans Services Office to the San Diego community.
   6. Independently coordinate with the CSUSM Extended Learning marketing department and various media groups to provide current and accurate information regarding VA policies and procedures as the relate to CSUSM veteran students.
   7. Provide related VA related information by representing the university at onsite/offsite locations such as info-sessions and presentations.
   8. Use independent judgment creating draft correspondence, memo, letters, etc.
   9. Provide high level of customer service to assist in all veteran related issues
   10. Interact with individuals at the highest levels within and outside of the university on sensitive situations

1. Special Projects related to veteran issues
   1. Develop and maintain reports for tracking all military inquiries, military and veteran registrations in the Extended Learning systems.
   2. Identify project needs for student worker assistance.  Assist in hiring, training and supervising student in appropriate aspects of office operations, policies and procedures.
   3. Independently organize office operations and supervise daily activity and work flow.
   4. Keep constituents updated and informed of any VA changes, procedures, policies that would impact or relate to student services, finances, and/or educational benefits.
   5. Maintain confidential files for VA office.
   6. Independently coordinate Veteran events hosted by CSUSM Extended Learning, schedule meetings, conferences, seminars, events, and travel arrangements.
   7. Collaborate to update and maintain departmental website.
   8. Work on various projects as needed

1. Student Assistants

1. Five years of progressively responsible administrative/office support experience and responsibilities giving knowledge of office methods, procedures and practices; or an equivalent combination of education and experience.
2. Valid California Driver’s License required

1. Preferences
   1. Bachelor’s degree
   2. Experience with veteran benefits, GI Bill, and/or administration within a military environment
   3. Experience in an academic setting.

1. Knowledge, skills, and abilities required for this position.
   1. Working knowledge of the practice, procedure, and activities related to veterans benefit programs.
   2. Knowledge of the methods, problems, issues, and organizational needs of veterans and related veteran programs.
   3. Demonstrated ability to communicate effectively in front of groups for presentations and outreach
   4. Demonstrated ability to establish and maintain cooperative and effective relations with University employees, students, and the public.
   5. Thorough knowledge of applicable university infrastructure, policies and procedures.
   6. Demonstrated skill in the review of detailed records and transactions to identify, trace and correct processing errors.
   7. Demonstrated ability to accurately and calmly assess concerns presented by clients (students, their families, faculty, and staff) and address situations, answer questions or appropriately refer to the appropriate office.
   8. Demonstrate ability to work as an effective member of a highly functioning team with a commitment to positive communication and conflict resolution among colleagues.
   9. Demonstrated ability to work independently on multiple projects simultaneously while meeting deadlines in a fast paced environment. 
   10. Must possess initiative indicative of a self-starter, maintain high energy and flexibility.
   11. Thorough knowledge of office systems and ability to use a broader range of technology, systems and packages.
   12. Thorough knowledge of English grammar, spelling and punctuation.
   13. Demonstrated ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
   14. Demonstrated ability to coordinate logistics for special events, conferences, seminars, travel arrangements and schedule meetings.
   15. Demonstrated ability to draft and compose correspondence and standard reports.
   16. Demonstrated ability to maintain and develop filing systems (alpha, numeric, etc.). 
   17. Demonstrated ability to exercise discretion when dealing with confidential data. 
   18. Demonstrated ability to respond to routine inquiries and disseminate information.
   19. Demonstrated ability to lead, provide training and coordinate the work of others.
   20. Advanced ability and experience using standard software packages such a PageMaker, Outlook, and MS Office; experience using PeopleSoft desirable.
   21. Demonstrated ability to work effectively in a diverse multicultural working environment
   22. Demonstrated ability to exercise judgment and discretion to accomplish a broad range of administrative and customer service functions
   23. Demonstrated ability to handle multiple work unit projects, understanding complex problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas
   24. Demonstrated strong organizational skills
   25. Demonstrated effective problem-solving skills, skill in identifying, researching, analyzing, and evaluating information to resolve administrative problems
   26. Demonstrated experience in monitoring budgets and knowledge of budgeting policies and procedures

1. Machines, tools, equipment, and motor vehicles used in the performance of the duties

1. Standard Office and Communication Equipment such as Windows NT operating system, copy and fax machines, LaserJet printer, scanner, and multi-line phone.

1. Unique working conditions
2. Occasional travel will be required for this position
3. The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
4. This position is subject to a background check including, but not limited to, employment verification, education verification, reference checks and criminal record checks.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
5. This position is required to complete Sexual Harassment training.
6. Must participate in required campus trainings including, but not limited to, Information Security Awareness Training and Sexual Violence Prevention (Title IX) training.