Program Assistant - Student Services

State Center Community College District; Clovis (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

State Center Community College District is seeking an administrative program support professional to manage daily operations of a student resource office and assist with student screening and advising on college programs and services.

The role involves complex data entry, scheduling, and event logistics, with emphasis on accurate reporting and compliance with district policies. Strong customer service and software skills are required.

Qualifications

• Modern office practices, procedures and equipment.
• Customer service practices and telephone etiquette.
• Payroll and general accounting systems operations, practices and procedures.
• District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
• California Education Code and other applicable laws.

Responsibilities

• Oversees and assists with day-to-day operation of an academic or student services office or program; coordinates front-desk coverage and delivery of program services.
• Assists students with matriculation requirements, applications and forms; schedules counseling appointments.
• Answers questions regarding program eligibility, policies, and services; tracks eligibility and participation for funding purposes.
• Manages appointment scheduling and data entry into program databases; prepares statistical reports and audits data as needed.
• Assists with recruitment, hiring and training of student aides; provides lead work guidance and direction to staff.
• Schedules and coordinates meetings and events; maintains calendars and prepares agendas.

Skills

Office administration

Customer service

Data entry

Scheduling

Excel/Spreadsheets

Tools

Colleague

Job description

General Purpose

Under general supervision, performs routine to complex administrative program implementation support requiring program-specific knowledge; oversees the daily operations of a student resource office or center; assists with student screening and provides specialized program information, assistance and advice to students regarding college programs and services; oversees complex data entry, tracking and reporting processes; performs complex scheduling; coordinates event logistics; and performs related duties as assigned.

Essential Duties and Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Oversees and assists with the day-to-day operation of an academic or student services office or program; coordinates, assigns and participates in front-desk coverage or delivery of program services; answers, screens and refers telephone calls and visitors; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned program and services; creates forms and surveys used to evaluate program needs and effectiveness of service delivery.
• Assists students with understanding and completing matriculation requirements, applications and/or forms; assists students with accessing program/center services such as enrolling in program, setting up tests or tutoring, facilitating weekly orientations and workshops, registration, and researching and accessing course, transfer and career materials; screens student needs for counseling and schedules student counseling appointments or refers to other campus or community resources.
• Answers student questions regarding program eligibility, policies, procedures, programs and services; verifies student eligibility and 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.
• Facilitates student, faculty/Counselor and staff use of appointment scheduling and case management software, Colleague and program-specific electronic databases and programs as an advanced user; tracks and inputs program statistical and student data into appropriate systems; tracks student program participation and eligibility; prepares for review and submits statistical records and reports; assists in data collection for program audits.
• Assists with the recruitment, hiring and training of student aides, tutors and other hourly program/ center support employees; provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; reviews and processes payroll timesheets; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Makes meeting and event arrangements including booking travel, developing event logistical plans and approving vendors and participants; maintains a variety of program calendars; makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.
• Maintains a variety of standard and complex office and specialized records and files; creates and maintains spreadsheets and databases to track student contacts, student education plans, projects, activities and services; 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 student outcomes and prepares for submission or reporting.
• Creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; 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.
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, and 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.
• 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.

Other Duties

• Provides backup for other department or division office administrative support staff.
• Interacts with other departments and with state and federal programs on behalf of the department/ program or a student.
• Maintains and purchases inventory and supplies.
• Performs related duties as assigned.

Employment Standards / Minimum Qualifications

Knowledge Of

KNOWLEDGE, SKILLS AND ABILITIES

• Modern office practices, procedures and equipment including computers and applicable software programs.
• Program/center services, goals, objectives, policies, procedures and practices.
• Customer service practices and telephone etiquette.
• 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.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
• Applicable sections of the California Education Code and other applicable laws.
• Safety policies and safe work practices applicable to the assignment.
• Basic principles and practices of employee work guidance and direction.
• Uses and operations of scanners, phone systems, computers, standard business software and database and spreadsheet applications.

Skills And Abilities To

Provide for the daily administrative activities in a program or office.

Provide customer service in person and over the phone.

Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

Track and report statistical information utilizing complex spreadsheets and databases.

Perform mathematical calculations; assist in monit