Description
Under general supervision, perform routine to complex administrative support in an assigned department or program; provide specialized program information, assistance and advice to students regarding college programs and services; assist students/participants with completion of program, county, state and federal applications for support; assist with student/participant screening; schedule counseling appointments; assist with program outreach; create and maintain student, program and/or department reports, records, files and databases, and track program data for grant and other funding; coordinate event logistics; process payroll, purchase orders and invoices and track budgets; perform complex scheduling and calendaring; may oversee student and hourly workers; and perform related duties as assigned.
DISTINGUISHING CHARACTERISTICS:
The Program Assistant is distinguished from the Administrative Assistant series in that the former performs duties consistent with an Administrative Assistant, in addition to supporting the assigned program.
A Program Assistant is further distinguished from a Program Specialist in that an incumbent in the latter class oversees the day-to-day operations of the program and participates in program development and enhancement.Examples of Duties
REPRESENTATIVE DUTIES:
- Performs the day-to-day services and activities of assigned program; answers questions over the phone, virtually or at a front desk and resolves or refers questions and concerns from students, faculty, referral partners, agencies and the community regarding assigned program and services; explains program or service processes, procedures, rules and guidelines.
- Receives and inputs a variety of student, vendor or customer information into computer systems; interviews, assesses and screens potential program participants according to established guidelines; performs program intake including assisting participants to prepare forms and documentation and verifying accuracy of information with third parties.
- Verifies student initial eligibility and tracks program participation and academic progress for ongoing program eligibility, funding or reimbursement purposes; notifies appropriate students at risk of failing to make required progress; generates and reconciles reports from multiple data sources.
- Schedules students/program participants for services or provides referrals to other departments, the county or community services; oversees the distribution and tracking of a variety of vouchers; independently performs research on specific student issues and resolves routine issues.
- Staffs workshops, new student orientations and virtual meetings and provides information on department programs and services.
- Researches, collects and compiles information from a variety of sources for the preparation and completion of assigned projects and reports, including progress reports and those needed for program operations or funding; organizes and maintains records management systems.
- Organizes, maintains and updates student records, databases and files; creates and maintains electronic and physical filing systems.
- Participates with the college's marketing department to develop program marketing including preparing promotional materials and publications; participates in virtual and on campus outreach activities; updates and maintains the department or program website following established guidelines and protocols for the assigned program.
- Inputs data and prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including routing for signature, compiling detailed backup documentation and reviewing expense reimbursement requests; ensures accurate usage of accounting codes and calculates departmental billing processes; scans and routes invoices for payment; calculates budget usage and fund percentages and runs general budget reports from departmental financial systems.
- Assists with the logistics of events including event activities, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visualequipment; coordinates event logistics.
- Provides backup for assigned departments or division office administrative support staff.
As Assigned:
- Supervises DSP&S Lab activities and students utilizing equipment in lab; operates various assistive devices such as print enlarger, assistive listening devices (ALDs), telecommunicationsdevice for the deaf (TDD), tape recorder and others as assigned .
- Updates and maintains social media accounts for assigned program.
- Determines student eligibility for accommodations and funding.
- Provides administrative support to faculty and staff in an educational center; coordinates room and facilities usage.
- Participates in college fairs, outreach events, community events, field trips and campus tours.
- Provides administrative and clerical support for program as assigned by supervisor, including maintaining and processing personnel and payroll timekeeping records and information, taking meeting minutes, making travel arrangements, and performing related activities as needed.
- Assists in coordinating instructor load planning and FTEs; calculates and verifies faculty load/schedule information sheets, including data, hours and professional development time, ensuring allowable hours are not exceeded; inputs payroll information for teaching, counseling and special assignments needed to create contracts; distributes payroll and assignment contracts to all faculty; may calculate instructional costs and monitor instructor loads and instructional costs by program.
Other Functions:
- Serves on committees as assigned, either as a participating member and as an assigned administrative support person who schedules and arranges all details of meetings.
- Performs other related duties as assigned.
Typical Qualifications
Knowledge of:
- Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
- General principles, practices and techniques used in customer service and community outreach.
- Program goals, objectives, policies, procedures and practices applicable to area of assignment.
- Resources available to students and participants including college, governmental, community, and social service organizations and their functions.
- Common issues and challenges facing a diverse population of community college students.
- District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
- District payroll and general accounting systems operations, practices and procedures.
- Basic research methods and analysis techniques.
- Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
- Federal, state and local laws, regulations and court decisions governing area of assignment including Family Educational Rights and Privacy Act (FERPA).
- The Americans with Disabilities Act and other local, state and federal laws, regulations and court decisions applicable to providing accommodations and support to students, faculty and staff with disabilities; alternate media and assistive technology tools, equipment and software available to address the specific needs of students in a college-level environment.
- As assigned, federal and state regulations applicable to education benefits for eligible veterans.
Skills and Abilities to:
- Provide customer service in person and over the phone.
- Apply and explain laws, rules, regulations, policies and procedures regarding assigned program.
- Communicate information accurately and effectively, responds to requests for information or assistance.
- Implement program services and activities.
- Organize, set priorities and take initiative in areas of responsibility.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring a program or department budget.
- Maintain confidentiality of college and student files and records.
- Analyze situations and make decisions on procedural matters without immediate supervision.
- Communicate effectively, both orally and in writing.
- Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials with limited instructions.
- Operate a computer and use standard business software.
- Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
- Establish and maintain effective work relationships with those contacted in the performance of required duties.
- Demonstrate an understanding of, sensitivity to, and appreciation for the academic, ethnic, socio-economic, disability, and gender diversity of students and staff attending or working on a community college campus.
- As assigned, learn to calculate faculty loads and create faculty contracts.
Supplemental Information
MINIMUM QUALIFICATIONS; An associate's degree and three years of experience in relevant program coordination or administrative support; or an equivalent combination of training and experience.
Desired: Experience with donor CRM software / donor management software.
PHYSICAL EFFORT/WORK ENVIRONMENT:
Office environment; constant interruptions; dexterity of hands and fingers to operate a computer keyboard; sitting for extended periods; bending at the waist, kneeling or reaching to retrieve and file records.
CONDITIONS OF EMPLOYMENT:
Regular, full-time, 12 months per year classified position at Main Campus. Weekly Schedule: Mondaythrough Friday, 8:00 am-5:00 pm. The starting salary is $5,237/month (Step A). Salary range 28 on CSEA salaryschedule: $5,237 to $6,366 monthly (5 Steps). District provides health benefits, which currently consist of full medical, dental, and vision insurance for employees andahigh percentage of coverage for eligible dependents. District-paid life, accident, and income protection insurance isprovided for the employee only. Must become a Public Employees' Retirement System (PERS)member.
Note: The position may involve occasional evening and weekend hours to support college events, activities, and special programs. Flexible scheduling arrangements or overtime opportunities may be available, subject to departmental needs, applicable District policies, and prior approval.
APPLICATION PROCEDURE:The following documents MUST be uploaded as attachments to your online application:
- Resume
- Cover letter
- Unofficial College/university transcripts
Applicant Acknowledgment;I understand that working in a community college environment requires a strong commitment to serving students andcommunity members from diverse academic, socioeconomic, cultural, ability, gender identity, sexual orientation, and ethnic backgrounds. I recognize the importance of fostering an inclusive, respectful, and supportive environment thatpromotes equitable access, student success, and a sense of belonging for all individuals at Hartnell College.
FOSTERING A CULTURE OF CARE:
Caring Campus, developed by the Institute for Evidence-Based Change (IEBC), is dedicated to creating a culture of carewithin community colleges. The objective of IEBC's Caring Campus program is to increase student retention and success.We understand that when students feel connected to their college, they are more likely to succeed academically.
At Hartnell College, we embrace the Caring Campus culture. By implementing intentional, campus-wide behavioralcommitments, we enhance our existing student success initiatives and create an environment where care and support are integral.
Join us on this journey of fostering a caring environment where students thrive. Together, we can transform HartnellCollege into a place where care and success go hand in hand, empowering our students to reach their full potential.
EEO STATEMENT:Hartnell Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis ofethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender,gender identity, religion, sex, sexual orientation, transgender, marital status, veteran status, medical condition, physicalormental disability consistent with applicable federal and state laws.
Benefits
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
To learn more details, visit our benefits page.