Program Assistant, Categorical
Job Description
Application Instructions:
- Complete all sections and fields on the application and attach all required documents – incomplete applications may not be considered.
- Include all relevant education, training, and/or experience on the application.
- Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.
- For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.
- For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.
- For job postings requiring professional references, include at least three (3) professional references from the following categories:
- Current department chair(s) (for faculty) or supervisor(s);
- Previous department chair(s) (for faculty) or supervisor(s) (from within the past five (5) years);
- Master’s thesis or Doctoral Dissertation advisor or supervisor (for faculty);
- Colleague(s) or co-worker(s) who can address professional competency and skills relevant to the position; and/or
- Other professional references.
Please note, professional references are typically contacted when a candidate is selected for, or as a finalist for, a position.
Description
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, provides word processing and other computer operation services in support of the assigned grant funded program; performs a variety of administrative office support duties of a general or specialized nature; and provides information and assistance to students, faculty, staff, and the general public. May provide training and work direction to student workers if assigned.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from similar classifications in that the position assigned to this class is categorically funded, not financed by District funds. The incumbent works with students and faculty to implement the activities of a grant program. Duties include assisting faculty and classified staff by performing word processing and other administrative support functions that further the goals of the grant program and support division-wide activities and duties.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Provide word processing and other computer operation services in support of the assigned grant funded program; produce letters, manuals, syllabi, handbooks, course materials, board agendas, position announcements and reports; create and maintain originals of documents; distribute finished materials as appropriate.
Participate in preparing a variety of required and comprehensive reports within the assigned grant funded area.
Serve as receptionist for assigned grant funded program; receive office and telephone callers; provide material and information in response to requests for information related to program; convey telephone messages; refer callers to appropriate staff for further assistance as needed.
Follow up on registration problems for the assigned grant funded area; respond to questions and inquiries from students regarding registration guidelines and procedures.
Provide assistance to students and staff in the orientation process; attend orientation meetings, collect student paperwork, make copies of documents as necessary and respond to questions and inquiries.
Proctor tests to students within the program; inform students of directions; maintain a quiet testing environment for students, and ensure security of test materials; maintain confidentiality of confidential and/or sensitive matters with regard to test proctoring.
Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.
Design, develop and prepare a variety of graphics, brochures, flyers, charts and other documents utilizing desktop publishing hardware and software.
Maintain accurate and up-to-date files and records for assigned program; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.
Provide program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials.
Perform related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Current word processing, spreadsheet and database programs, methods, and techniques.
Basic principles of business letter writing and basic report preparation.
Methods and standards used in processing College paperwork.
Principles and practices used to establish and maintain files and information retrieval systems.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Principles and practices of public relations.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.
Ability to:
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and office policies and procedures.
Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff or the public.
Proctor tests and examinations, maintaining confidentiality of information.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINES:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:
Equivalent to the completion of the twelfth grade. Completion of college level course work in business administration or a related field is highly desirable.
Experience:
Two years of specialized clerical or office experience preferably involving extensive public contact.
License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment:
Work is performed primarily in a standard office setting, typically at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others.
Physical:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
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