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Inside Higher Ed · 18 hours ago

Program Assistant - Career Technical

Reedley, CA

Full-time

Onsite

Mid Level

$57K/yr - $70K/yr

3+ years exp

Inside Higher Ed is seeking a Program Assistant to provide administrative support in career technical programs. The role involves assisting students with admissions, scheduling, data entry, and coordinating logistics for events.

Digital MediaEducationHigher EducationJournalismRecruiting

Responsibilities

Answers new and current student questions regarding program requirements including clarification of enrollment requirements, course sequencing and department processes/procedures; responds to questions and complaints over the phone or at a public counter; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned programs and services

Assists students with understanding and completing matriculation requirements, applications and/or forms; assists students with program application and enrollment, attending orientation and workshops, registration and researching and accessing course, transfer and career materials; screens student needs for counseling or refers to other campus or community resources

Answers student questions regarding program eligibility, policies, procedures, programs and services; verifies student eligibility and updates and maintains program eligibility lists and wait lists; tracks program participation for funding or reimbursement purposes; sends correspondence and reports to students; responds to questions and complaints over the phone or at a public counter

Maintains a variety of standard and complex office and specialized records and files; creates and maintains spreadsheets and databases to track student cohorts and rotations, activities and services; assembles and distributes course materials for participants

Extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District-required data and prepares for submission or reporting

Accepts and processes payments for services, applications or courses; creates, submits and tracks requisitions and payments; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports

Assists with staff and faculty hiring processes including submitting requisitions and scheduling and preparing hiring paperwork; creates, processes and tracks Instructional Service Agreements; assists with full and part-time staff and faculty payroll including time logs, calculating sick leave and ensuring conformance to work hour restrictions; ensures accurate usage of funding codes and calculates departmental/program billing

Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with College and department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature

As assigned, provides day-to-day lead work guidance and direction to student aides and/or student interns; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements

Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District

Proctors POST Entry-level Law Enforcement Test Battery (PELLETB) and other exams; may assist investigators in coordinating paperwork and interviews for background checks and firearms clearance; tracks physical agility testing and results; registers eligible candidates for courses

Maintains and assists new users on the operations of third party databases and medical records often of a confidential and sensitive nature; provides medical data needed for subpoenas and insurance purposes

Provides backup for other department or division office administrative support staff

May provide basic first aid and be required to call emergency responders

Interacts with other departments and with state and federal programs on behalf of the department/program or a student

Maintains and purchases program and office inventory and orders program equipment and supplies

Qualification

Customer serviceData entryBudget trackingRecord managementSpreadsheet applicationsCultural competencyCommunication skillsTeamworkProblem-solvingConfidentiality

Required

Graduation from high school or GED equivalent and at least three years of progressively responsible clerical support experience in a high-volume customer service or student interaction environment or experience in programs involving training delivery; or an equivalent combination of training and experience

Certain assignments may require a California driver's license and the ability to maintain insurability under the Districts vehicle insurance program

A valid CPR certification is required within three months of hire or appointment when assigned to Health Services programs

Successful completion of a comprehensive background investigation including a review of employment history, criminal conviction record, credit history, no use of intoxicants and/or other controlled substances is required when assigned to the Police Academy

Must meet Peace Officer Standards and Training (POST) requirements for online test proctor within three months of appointment. Additional POST certification may be required as needed

Knowledge of program/center services, goals, objectives, policies, procedures and practices

Knowledge of principles, practices, concepts and techniques used in customer service

Knowledge of District student recordkeeping practices and procedures for processing student information and interpreting input and output data; records management processes and procedures

Knowledge of policies and procedures of a cohort college admissions and registration process

Knowledge of District general accounting systems operations, practices and procedures

Knowledge of practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation

Knowledge of District policies, procedures and rules regarding cash management, budgeting, purchasing, travel/training and expense reporting and grant budget and expenditure procedures applicable to assigned responsibilities

Knowledge of the Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student admissions and records

Knowledge of applicable sections of the California Education Code and other applicable laws

Knowledge of HIPAA regulations as they pertain to client information and medical records (health programs only)

Knowledge of safety policies and safe work practices applicable to the assignment

Knowledge of basic principles and practices of employee work guidance and direction

Ability to oversee the daily administrative operations of a program

Ability to communicate information accurately and effectively to students, the public and to external agencies; comprehend requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation

Ability to administer application tests and requirements

Ability to compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions

Ability to track and report statistical information utilizing complex spreadsheets and databases

Ability to perform mathematical calculations; collect accurate payments; assist in monitoring a program or department budget

Ability to understand, interpret, explain and apply applicable laws, codes and regulations

Ability to maintain confidentiality of District and student files and records

Ability to effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices

Ability to communicate effectively, both orally and in writing

Ability to understand and follow written and oral instructions

Ability to operate a computer and use standard business software

Ability to type accurately at a speed necessary to meet the requirements of the position

Ability to represent the District effectively to public safety agencies, hospitals, students, customers and the public

Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations

Ability to establish and maintain effective working relationships with all those encountered in the course of work