Coordinator, Veterans, Military Assistance Programs

Guilford Technical Community College   Jamestown, NC   Full-time     Education
Posted on January 14, 2022
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The jobholder is responsible for managing the veteran benefits programs on all campuses including managing student records for eligible veterans, being a liaison between the federal and state offices administering the distribution of benefits, administering the VA Work-Study program, and administering comprehensive services to all eligible veterans, dependents, and military personnel seeking enrollment into the college in keeping with the mandates of the Department of Veterans Affairs, the North Carolina State Approving Agency, the North Carolina National Guard, the North Carolina Department of Veterans Affairs, the U. S. Armed Forces, U. S. Department of Education and the College.  These services include certifying enrollment information for eligible applicants, benefits application assistance, counseling and guidance. The job holder verifies documentation for eligibility and certification to all appropriate agencies.  S/he also provides basic advising to students regarding financial aid matters.
Duties/Functions
  • Directs and supervises operation of the Veterans and Military Assistance function on a daily basis; supervises 2 to 3 employees (part-time regular, part-time temporary, and work-study student employees) giving support and guidance.
  • Processes required paperwork for student requests with regard to eligibility, enrollment status, course requirements, substitutions for graduation, etc. As well as processing required paperwork for submitting grades and incoming services transcripts. Provides data to recruiters.
  • Advises and educates all Veterans benefit recipients regarding the requirements of the various benefit programs, including the Tuition Assistance Programs for all military branches. 
  • Oversees the operation of the Veterans Resource Center (VRC).  Supervises staff and volunteers who monitor the Center, orders and maintains supplies and resources to operate the VRC, and programs activities, meetings, and presentations in the Center, such as visits from the local VA organization, agencies, and speakers on topics related to VA benefits.
  • Maintains internal controls of all VA programs using standard accounting procedures, the VA’s VAOnce computer application system, and the college’s Ellucian Colleague computer system. Includes a working knowledge of all various online military service portals.
  • Maintains internal controls of all VA programs using standard accounting procedures, the VA’s VAOnce computer application system, and the college’s Ellucian Colleague computer system. Includes a working knowledge of all various online military service portals.
  • Maintains auditable records of all VA transactions.  Prepares and coordinates federal and state audits of the veterans programs.
  • Acts as a liaison between the Financial Aid Office and the Finance, Admissions, Records, Bookstore, and ITS offices to ensure coordination of activities and accuracy of data in computer systems.  
  • Communicates with VA administrators at State and Federal levels on behalf of students.
  • Leads policy discussions on campus regarding student and program eligibility specifically with faculty, staff and new hires.
  • Reviews and provides corrections to the catalog production team for the entire annual catalog.  Certifies and submits the catalog with GTCC’s annual application for participation to the State Approving Agency.
  • Completes required federal, state, and local accounting reports.
  • Prepares summary reports as requested to accurately reflect committed and expended award amounts.  
  • Actively serves on college committees as well as VA related committees on the state and federal levels.   
  • Demonstrates and models the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
Difficult Challenges
  • Interpreting and keeping abreast of new or ambiguous VA regulations, rules, and policies
  • Getting non-attendance dates correct; tracking faculty and reconciling student/instructor dates
  • Addressing the wide variety of veteran issues, including non-college-related as well as college-related
Contacts
  • Daily: veterans and dependents re assistance
  • Daily: faculty re students who are not attending, veteran’s issues
  • Daily: Student Success Center advisors re advising, referrals
  • Daily: supervisor re advice
  • Weekly: Accounts Receivable staff re billing information and deposit notification
  • Weekly: Registrar re grading issues, registration issues, withdrawal issues.
  • Weekly:  staff meetings
  • Bi-weekly:  Director’s meeting
  • Annual: catalog review
Education Required
Bachelor’s degree from a regionally accredited post-secondary institution.
Education Preferred
Master’s degree from a regionally accredited post-secondary institution.
Experience Required
1 year college student services experience 
Experience Preferred
  • Veterans benefit administration experience 
  •  Recent experience with Ellucian Colleague or similar enterprise information system
  •  Working knowledge of VA Once software preferred along with various other VA benefit portals.
KSA Required
  • Ability to maintain accurate and auditable records.
  • Ability to participate as a team member, ability to understand and interpret rules and regulations, and ability to readily adjust to change.
  • Ability to use a personal computer, including basic MS Office.  
  • Excellent oral and written communication skills.
  • Ability to maintain confidentiality of students’ records.
  • Ability to work effectively with students, faculty, and staff.
  • Ability to work independently with a high degree of accuracy, attention to detail, and ability to meet deadlines.
KSA Preferred Department/Job Specific Requirements
  • Ability to work a flexible schedule as determined by the supervisor to cover the necessary hours, but will result in a standard 40-hour work week.  Registration, graduation, and other heavy work periods will require additional hours.
         
  • The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter: 
·         Ethics
·         Safety/Shooter on Campus
·         Personal Information Protection Training (PIP)
·         Anti-Discrimination/Harassment & Title IX
·         Other training may be required as determined applicable. 
Physical Demands
Physical Activity: | Primarily sitting
Environmental Hazard(s): | <15%
 Lifting: | <=20lbs.
Posting Type Staff - Administration