1. Title: COORDINATOR, STUDENT VETERANS SERVICES

Division: Student AffairsDepartment:Student Success

Location:TBD

Schedule:Monday-Friday, 8:00am-4:30pm

Organizational Relationships:

Reports to:Executive Director, Student Success

Supervises:Classified Employees (1)

Student Workers (5-10)

Coordinates with: All offices and departments in Academic Affairs, Finance and Administration, and Student Affairs, including the Registrar, Student Success, Student Accounts, Financial Aid, Counseling, Support for Students with Disabilities, Prior Learning Assessment, Admissions, Residential Life, Student Life and other campuses of the University of Maine System. Also coordinates with state and federal agencies with regard to regulations governing U.S. Department of Veterans Affairs educational benefits and other veteran-related programs.

  1. Statement of the Job:

The Coordinator of Student Veterans Services is the School Certifying Official (SCO). This position manages the U.S. Department of Veterans Affairs (VA) certification process for USM by ensuring the University complies with strict VA policy and that students receive their VA benefits in a timely manner. In addition to oversight of the certification process, this position advises more than 350 current and prospective students per year in regards to their VA benefits, and advocates for said students both internally and externally. This position is responsible for developing and sustaining a responsive, supportive, veterans services program for USM student veterans and dependents.

  1. Essential Functions:
  1. Certifies students' courses each term to the U.S. Department of Veterans Affairs (VA) for GI Bill benefits. This process requires extensive knowledge of VA policy and the VA online operating system for certifications, VA-Once, as well as MaineStreet. Data entered into MaineStreet as part of this process serves as the foundation for other University queries regarding veterans.
  1. Responds to inquiries by students currently attending USM who have questions about their GI Bill, VA payment issues, VA debts, and other special circumstances, such as involuntary withdrawals (calls to active-duty, medical concerns, etc.). Student inquiries arrive via email, phone, or in-person meetings.
  1. Monitors and analyzes certification reports to ensure that the University certifications comply with state and federal regulations, specifically academic status as it relates to grading, attendance, and satisfactory progress.
  1. Advises prospective, new, and current students about their GI Bill benefits, and helps them to apply to the VA for the first-time or counsels them on changing their GI Bill chapter. Identifies common issues faced by students and proactively communicates this information to students via emails or Veterans Services website.
  1. Reports adjustments and terminations to the VA via VA-Once system, and tracks late and/or incorrect payments to the University.
  1. Guides students in navigating USM processes and often advocates for them directly within internal departments, such as Admissions, Student Accounts, Financial Aid, Health and Counseling Services, and the Office of Support for Students with Disabilities.
  1. Provides leadership for USM’s Veterans Services Advisory Council (VSAC). The Veterans Services Advisory Council (VSAC) is a group of University of Southern Maine staff, faculty, students, and community partners, working together to serve USM veterans, servicemembers, and their families.
  1. Supervises two VA work study students. Trains them on the limited VA certification steps they have security to perform and engages them in various VA-related projects.
  1. Provides oversight and support for the student-run Veterans Resource Center.
  1. Marginal Functions:
  1. Designs and mantains USM Veterans Services website and acts as primary administrator for the site.
  2. Coordinates with other veterans-services related functions within the University of Maine System, including ROTC.
  1. Supervisory Responsibilities:

Supervises the veterans services portion of one classified employee as well as 5-10 student employees.

  1. Budget Responsibilities:
  1. Administers Yellow Ribbon Program (YRP) in collaboration with Student Accounts.
  1. Responsible for tracking reporting fee funds from the VA to USM, and the use of those funds.
  1. Monitors allocated departmental expenditures.
  1. Public/Professional Responsibilities:
  1. Represents the University in the Portland Veterans Network (PVN) a new initiative of the Portland Regional Chamber which empahsizes the wellness, jobs, and education for Maine combat veterans who return from deployments, and who want to prepare for career success in the Portland area.
  1. Presents informational meetings in regards to GI Bill benefits to various audiences, such as USM open houses, new student orientations, etc.
  1. Occasionally attends off-campus veteran events as a USM representative.
  1. Internal/External Contacts:

Internal: Communicates with a broad range of departments and current students.

External: Communicates extensively with prospective students and the general public.

  1. Knowledge, Skills, and Abilities:
  1. Ability to respond courteously and informatively to prospective and current students, their family members and all members of the public. Interpersonal skills need to reflect the importance placed on serving students and responding to their needs.
  1. Ability to learn office policies and procedures and apply them to various situations, especially as they relate to serving students.
  1. Ability to learn MaineStreet, the student information system, as well as a word-processing software package and online calendar.
  1. Ability to word process and maintain databases and spreadsheets using Microsoft XP Professional Suite.
  1. Ability to perform data entry, word-processing and manipulate data at an intermediate level described as sufficient to learn and perform the essential functions. Physical ability (manual dexterity and prolonged sitting) to work at the computer for variable amounts of time, with frequent interruptions.
  1. Ability to verbally communicate in a clear and organized manner.
  1. Ability to do accurate and thorough work with attention given to detail.
  1. Ability to work through numerous interruptions while still meeting a high-quality work standard.
  1. Ability to work as a member of a team within the Division of Student Affairs.
  1. Ability to navigate web-based applications.
  1. Ability to communicate effectively with others orally, in writing, and through presentations.
  1. Qualifications:

Education: Minimum of a bachelor’s degree.

Experience: Supervision experience. Demonstrated leadership in program and project development and implementation. 3+ years of direct or comparable experience

Preferences: Strong preference for Veterans’ Affairs higher education student services experience.

For Office Use Only:

Approved:September 2013

Job Family:18

Salary Band:103

Unit:UMPSA

Employee:TBD

Position#:00021127