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State Center Community College District · 17 hours ago

Program Assistant - Career Technical

Fresno, CA

Part-time

Onsite

New Grad, Entry Level

State Center Community College District is seeking a Program Assistant to provide administrative support in various career programs. The role involves assisting students with admissions, scheduling, data entry, and event logistics while ensuring compliance with district policies and procedures.

E-LearningEducationHigher EducationUniversities

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; as igns, 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

Performs related duties as assigned

Qualification

Customer serviceData entryRecords managementBudgetingGrant administrationCultural competencyCommunication skillsTeam leadership

Required

Program/center services, goals, objectives, policies, procedures and practices

Principles, practices, concepts and techniques used in customer service

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

Policies and procedures of a cohort college admissions and registration process

District general accounting systems operations, practices and procedures

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

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

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

Applicable sections of the California Education Code and other applicable laws

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

Safety policies and safe work practices