Veterans Affairs Certifying Official Coordinator

Details

Posted: 27-Jan-24

Location: Pomona, California

Type: Full-time

Salary: Open

Categories:

Staff/Administrative
Student Affairs/Services

Internal Number: 4967124

Veterans Affairs Certifying Official Coordinator
Job No: 534794
Work Type: Staff
Location: Pomona
Categories: Unit 4 - APC - Academic Professionals of California, Probationary, Full Time, Student Services, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: Academic Professionals of California - Unit 4
Job Classification: Student Services Professional IB
Anticipated Hiring Amount: $4,066 - 4,592 per month
Work Hours: Monday - Friday 8:00 am-5:00 pm
THE DEPARTMENT
The Registrar's Office is responsible for the security, integrity, and accuracy of academic records, degree progress and evaluation services, and coordinating and implementing academic policies and procedures with academic departments and colleges.
The Registrar's Office conducts all registration activities, oversees articulation agreements with other colleges and universities, processes grades, maintains accurate student records, verifies student enrollment data, monitors academic standing, evaluates transfer credit, certifies enrollment, provides preliminary graduation evaluations, verifies degree requirement completion and issues diplomas. In addition, this office provides enrollment certification and advisement to military students and dependents. The Registrar's Office provides counsel to students as they advance from matriculation to graduation.
As a core functional area within Enrollment Management & Services, the office plays a leadership role in enrollment management and planning with other campus constituents. The office is responsible for compliance with federal, state, and CSU system and University requirements and the timely and accurate dissemination of information to students, parents, campus constituents, the CSU Chancellor's Office, and the external community.
DUTIES AND RESPONSIBILITIES
Veterans and Dependents Student Service Advisement

• Responsible for knowing, understanding, and implementing current policies, regulations, and procedures administered by the Department of Veterans Affairs. Responsible for informing students of changes in VA regulations.
• Reviews all documentation and evaluates courses taken by veterans, service members, and dependents to verify all coursework is required for the degree and is in compliance with the regulations of the VA as well as within the regulations and policies of the University. Utilizes the degree progress report, education plan from academic/faculty advisors, and the university catalog to advise students regarding the selection of classes eligible for VA benefits.
• Advises, plans, provides counseling, and communicates with current and prospective student veterans, military service members, military dependents, and parents about all aspects of VA educational benefits a student is eligible for. Students are advised on the following, but not limited to the rate of pursuit, days of benefits being used, monthly housing allowance compensation based on units certified, the process to apply for Cal Vet benefits, and Tuition Assistance benefits. Provides recommendations and action plans to students who are in danger of exhausting VA educational benefits.
• Regularly communicates with student veterans and military-dependent student groups throughout the semester to advise and inform them of important dates and tasks to be completed that may affect their registration. This includes but is not limited to, advising holds, financial holds, and training to be completed in order for students to enroll properly and successfully.
• Advocates for student veterans who are part of the Vocational Rehabilitation and Employment Program (Chapter 31) of the Department of Veterans Affairs with questions, concerns, and monetary situations. Quickly problem-solves and mitigates any issues that are brought to attention, including tuition and fees, retrieving books at the Bronco Bookstore, getting assigned a parking permit, and contacting counselors for payment issues. Prepares and assists students who are applying for Chapter 31 benefits. Explains and advises students who are unaware of VA Disability Claims on how to apply.
• Communicate and inform via e-mail all student veterans, military service members, and dependents when they've become at-risk students as well as potential discontinued students. Provides and offers referrals to different resources within the University, such as the Office of Student Accounting and Cashiering Service, Office of Financial Aid, and Veterans Resource Center, as well as outside of the university resources, such as VA Vet Centers and the VA County Offices.

VA Certifying Official

• Perform as a Certifying Official of the VA Education Benefits Program to include Chapters 30, 31, 33, 35, & 1606. Using knowledge and understanding of the eligibility criteria of each of the VA educational benefits certifies for the VA the education expenses of Cal Poly Pomona students that are eligible for VA payments as part of the student's VA educational benefits.
• Ensures the VA is informed of the enrollment statuses of students using VA educational benefits by utilizing the following forms:

• Enrollment Certification (VA Form 22-1999) to report required enrollment data

• Notice of Change in Student Status (VA Form 22-1999b) to report changes to enrollment data

• Monitors the subjects and courses pursued by a student to certify to VA only those subjects that apply to the student's program, along with monitoring the student's grades to ensure they are making satisfactory progress.
• Inputs student veterans, military service members, and the dependents of veterans into the following student groups: VABG, VABD, RV33, and RVOC. The Certifying Official is responsible for ensuring that veterans and military service members who self-identify to the University and meet the criteria mandated by the Combat to College Act of 2012 are provided with priority registration.
• Prepares enrollment verification letters to appropriate parties where needed including the United States Military and the Veterans Affairs.
• Uploads Cal Vet Fee Waivers to the Office of Student Accounting and Cashiering Services to ensure benefits are processed in a timely manner.
• Assists the Veterans Resource Center in accurately and efficiently completing the annual California State Approving Agency for Veterans Benefits Application.
• Efficiently scans pertinent documents such as education plans, enlistment and discharge documents, military transcripts, military identification cards, contact information forms, and statement of responsibility forms directly to OnBase liaison to the Department of Veterans Affairs and Veterans Resource Center.
• Delivers oral presentations at seminars conducted by the Veterans Resource Center to assist the advising community on campus regarding VA educational benefits. These seminars provide information to faculty, staff advisors, and department coordinators about the various VA benefits and the required documents and procedures that VA students seeking benefits must follow. Present and advise first-time freshmen and transfer students during orientation sessions concerning VA educational benefits.

Liaison to the Department of Veterans Affairs and Veterans Resource Center

• Delivers oral presentations at seminars conducted by the Veterans Resource Center to assist the advising community on campus regarding VA educational benefits. These seminars provide information to faculty, staff advisors, and department coordinators about the various VA benefits and the required documents and procedures that VA students seeking benefits must follow. Presents and advises first-time freshmen and transfer students during orientation sessions concerning VA educational benefits.
• Attend VA-mandated meetings. Represent the University in VA-related events on or off campus. Maintains contact with the California State Approving Agency representative who conducts an audit of VA student records.
• Actively participates in the Veterans Resource Group. Engages in the University's efforts to continuously improve and expand its services to student veterans, military service members, and dependents. Works with the VRC and the Office of Admissions to comply with residency requirements/exceptions that pertain to active or recently discharged military personnel and their dependents. Supports and works with the VRC and the Registrar's Office to ensure compliance with the military service leave of absence policies.

Peoplesoft

• The Certifying Official is required to enter financial arrangement codes for student veterans, military service members, and dependents who are using VA education benefits. Codes entered are dependent on the type of educational benefit students are receiving from the VA. Also, utilizes student group codes VETW and DEPW to ensure students who are receiving benefits that exempt tuition or benefits that pay for tuition have their enrollment confirmation deposit and or orientation fee deferred.
• The Certifying Official must monitor and utilize Cal Poly Pomona's online VA Benefits Certification program. This program provides 24/7 self-service to student veterans, military service members, and dependents who are requesting the certification of their VA educational benefits.
• It is the responsibility of the Certifying Official to review the DD214s of student veterans and military service members to assess whether they meet the eligibility requirement for Cal Poly Pomona's military credit policy. This includes awarding the following:

• 1. AREA E (3 units) with an additional 3 elective units (Certifying Official must verify that either ENG 1103 or a comparable transfer has been met in order to award GE Area E credit).

• 2. 6 elective units (Students would receive this if Certifying Official determines that the student did not satisfy the English requirement.) Upon review of student records, post Military Credit using the 'Other Credit' page in Peoplesoft

QUALIFICATIONS

• Equivalent to graduation from a four-year college or University in one of the behavioral sciences, public or business administration, or a job-related field.
• Additional specialized experience during which the applicant has acquired and successfully applied the knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.
• Possession of these knowledge and abilities is typically demonstrated through the equivalent of one year of experience in professional Student Services work at the entry trainee level. Equivalent amounts of graduate-level job-related education may be substituted for the required experience.
• Working knowledge of the methods and problems of organization and program management; research and interviewing techniques; principles of individual and group behavior; the ability to rapidly acquire such knowledge of the organization, procedures, and activities of the specific campus to which the position is assigned; and the basic principles, practices, and major trends in the Student Services field to which assigned.
• Ability to rapidly acquire a working knowledge of the specific objectives of the campus Student Services program and its relationship to the total campus operation; interpret and apply program rules and regulations; gather and analyze data; reason logically, draw valid conclusions, and make appropriate recommendations; present clear and concise information orally and in written reports; and establish and maintain cooperative working relationships with faculty, CSU administrators, student organizations and other private and public agencies.

Preferred Qualifications

• Ability to learn new software systems quickly, ability to function effectively in an environment of changing priorities. Ability to effectively write and present reports using office software packages, technology, and systems. Ability to analyze operational and procedure problems and develop, recommend, and evaluate proposed solutions.
• Working knowledge of the basic principles of individual and group behavior, research and observation techniques for the purpose of recording, classifying, and interpreting factual information, techniques, and methods of interviewing. Ability to gather and analyze data; ability to reason logically, draw valid conclusions, and make appropriate commendations; ability to participate in and contribute to group meetings, conferences, and interviews; ability to clearly express ideas and recommendations orally; ability to write clear and concise reports; ability to establish and maintain cooperative working relationships.

Out of State Work
The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/ .
Background Check
Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check).
The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.
In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.
For more information, go to https://calstate.policystat.com/policy/13813878/latest/ .
Employment Eligibility Verification
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
Child Abuse/Neglect Reporting Act (CANRA)
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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/ .
Security & Fire Safety
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf .
Pay Transparency Nondiscrimination
As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .
CSU Classification
This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,066 and maximum $5,752 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected] . More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml .
EEO
Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf .
Other Notices
For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.
Advertised: January 24, 2024 (9:00 AM) Pacific Daylight Time
Applications close: February 08, 2024 (11:55 PM)
To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/534794/veterans-affairs-certifying-official-coordinator
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Cal Poly Pomona consistently ranks among the best universities in the country when it comes to quality education, affordability and career prospects for graduates. As an inclusive polytechnic university, we cultivate success through experiential learning, discovery and innovation. U.S News noted Cal Poly Pomona was eighth most diverse among regional universities in the West and tenth most diverse in the nation. Nowhere else can students ride an Arabian horse, practice on a Steinway piano, bring a new product to market, and build a liquid-fueled rocket.
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