Program Assistant - Student Services

State Center Community College District; Fresno (CA); On-site; USD 57,000 - 70,000; Full time

Job summary

State Center Community College District is seeking a Program Assistant - Student Services to support a districtwide student services operation. The role handles complex scheduling, data tracking and reporting while guiding students through matriculation and accessing center services.

The position requires strong administrative skills, data management experience and the ability to coordinate staff, volunteers and events in a high-volume college environment.

Qualifications

• An associate degree with coursework in education, psychology, communications, public relations or related field, or 3 years of clerical experience in a high-volume environment.
• Equivalent combination of training and experience may be considered.
• California driver license may be required for some assignments.

Responsibilities

• Oversee day-to-day operation of a student services office and coordinate front-desk coverage.
• Assist students with matriculation steps, registrations, and accessing center services.
• Maintain and analyze data, generate reports and assist with program audits.
• Schedule appointments and utilize program databases for tracking participation.
• Provide guidance to student aides and coordinate recruitment and training.
• Arrange meetings and events, book travel, prepare agendas and minutes.

Skills

Administrative support

Customer service

Data entry

Scheduling

Office software

Education

Associate degree or equivalent experience

Tools

Colleague

Payroll systems

Survey tools

Job description

Program Assistant - Student Services

Salary: $57,116.00 - $70,245.00 Annually

Location: Districtwide, CA

Job Type: Permanent

Division: DO Personnel Commission

Job Number: 2026060

Closing: 9/8/2026 11:59 PM Pacific

General Purpose

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

Essential Duties & Responsibilities

• Oversees and assists with the day-to-day operation of anacademic or student services office or program; coordinates,assigns and participates in front-desk coverage or delivery ofprogram services; answers, screens and refers telephone calls andvisitors; resolves escalated questions and concerns from students,faculty, staff, vendors and the public regarding assigned programand services; creates forms and surveys used to evaluate programneeds and effectiveness of service delivery.


• Assists students with understanding and completingmatriculation requirements, applications and/or forms; assistsstudents with accessing program/center services such as enrollingin program, setting up tests or tutoring, facilitating weeklyorientations and workshops, registration, and researching andaccessing course, transfer and career materials; screens studentneeds for counseling and schedules student counseling appointmentsor refers to other campus or community resources.


• Answers student questions regarding program eligibility,policies, procedures, programs and services; verifies studenteligibility and tracks program participation for funding orreimbursement purposes; sends correspondence and reports tostudents; responds to questions and complaints over the phone or ata public counter.


• Facilitates student, faculty/Counselor and staff use ofappointment scheduling and case management software, Colleague andprogram-specific electronic databases and programs as an advanceduser; tracks and inputs program statistical and student data intoappropriate systems; tracks student program participation andeligibility; prepares for review and submits statistical recordsand reports; assists in data collection for program audits.


• Assists with the recruitment, hiring and training of studentaides, tutors and other hourly program/ center support employees;provides day-to-day lead work guidance and direction to other staffand student aides; assigns, schedules and monitors work forcompleteness, accuracy and conformance with District, departmentand legal/regulatory requirements and standards; reviews andprocesses payroll timesheets; provides information, instruction andtraining on work procedures and technical, legal and regulatoryrequirements.


• Makes meeting and event arrangements including booking travel,developing event logistical plans and approving vendors andparticipants; maintains a variety of program calendars; makescommittee and department meeting arrangements including thepreparation and distribution of agendas and supporting documents;takes and transcribes meeting minutes; may track completion ofaction items.


• Maintains a variety of standard and complex office andspecialized records and files; creates and maintains spreadsheetsand databases to track student contacts, student education plans,projects, activities and services; extracts data and reports frommultiple data sources and reconciles data entries and reportsincluding those of other employees and departments; tracks andmaintains federal, state and District-required data and studentoutcomes and prepares for submission or reporting.


• Creates, submits and tracks requisitions; prepares travel andconference expense forms; routes forms for signature; calculatesbudget usage and fund percentages; tracks multiple funding sources;may participate in grant administration functions includingcollecting basic program data and generating performancereports.


• Drafts, formats, types, proofreads, edits and printscorrespondence, forms, reports, schedules, rosters, and statisticaland technical documents including reports, manuals and otherdocuments and materials ranging from routine to complex; createsforms, charts, tables and spreadsheets involving difficult coding,data extraction and manipulation; reviews documents for clericalaccuracy, completeness and compliance with College and departmentrequirements; prepares standardized contracts and rental agreementsfor signature and approval; routes documents for signature.


• Demonstrates sensitivity to and understanding of historicallyminoritized groups and participates in professional developmentactivities to increase cultural competency to enhance equity-mindedpractices within the District.

OTHER DUTIES

• Provides backup for other department or division officeadministrative support staff.


• Interacts with other departments and with state and federalprograms 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, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures and equipment includingcomputers 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 forprocessing student information and interpreting input and outputdata.


• District payroll and general accounting systems operations,practices and procedures.


• Practices and techniques of sound business communication;correct English usage, including spelling, grammar andpunctuation.


• District policies, procedures and rules regarding budgeting,purchasing and travel/training and expense reporting.


• Applicable sections of the California Education Code and otherapplicable laws.


• Safety policies and safe work practices applicable to theassignment.


• Basic principles and practices of employee work guidance anddirection.


• Uses and operations of scanners, phone systems, computers,standard business software and database and spreadsheetapplications.

Skills and Abilities to:

• Provide for the daily administrative activities in a program oroffice.


• Provide customer service in person and over the phone.


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


• Track and report statistical information utilizing complexspreadsheets and databases.


• Perform mathematical calculations; assist in monitoring aprogram or department budget.


• Understand, interpret, explain and apply applicable laws, codesand regulations.


• Maintain confidentiality of District and student files andrecords.


• Effectively engage and support historically minoritized groupsby addressing issues of equity and improving culturally responsiveservice-oriented practices.


• Communicate effectively, both orally and in writing.


• Understand and follow written and oral instructions.


• Operate a computer and use standard business software.


• Type accurately at a speed necessary to meet the requirementsof the position.


• Represent the District effectively to students, customers andthe public.


• Exercise tact and diplomacy in dealing with sensitive, complexand confidential student issues and situations.


• Establish and maintain effective working relationships with allthose encountered in the course of work.

EDUCATION AND EXPERIENCE

An associate degree with coursework in education, psychology,communications, public relations or another relevant field or threeyears of progressively responsible clerical experience in ahigh-volume customer service or student interaction environment; oran equivalent combination of training and experience.

LICENSES, CERTIFICATES AND OTHERREQUIREMENTS

Certain assignments may require a California driver's license andthe ability to maintain insurability under the Districts vehicleinsurance program.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representativeof those that must be met by employees to successfully perform theessential functions of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Physical Demands

While performing the duties of this class, employees are regularlyrequired to sit; talk or hear, in person and by telephone; usehands repetitively to finger, handle, feel or operate standardoffice equipment; and reach with hands and arms. Employees arefrequently required to walk and stand and stand for long periods ata time; and lift up to 25 pounds.

Mental Demands

While performing the duties of this class, employees are regularlyrequired to use written and oral communication skills; read andinterpret data, information and documents; analyze and solveproblems; observe and interpret situations; learn and apply newinformation or skills; perform highly detailed work; work onmultiple, concurrent tasks; work with frequent interruptions; workunder intensive deadlines; and interact with District managers,staff, the public and others encountered in the course ofwork.

WORKING ENVIRONMENT

The work environment characteristics described here arerepresentative of those an employee encounters while performing theessential duties of this class. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions.

Employees work under typical office conditions subject to frequentpublic contact and interruption; and intermittent exposure toindividuals acting in a disagreeable fashion.

The employee may be required to travel to locations other thanassigned work site and to adjust to work schedule changes andrequirements to work overtime.

SCCCD is an equal opportunity employer committed to fosteringinnovation and inclusivity. We respond proactively to the diverseneeds of the community and welcome individuals excited to join ourDistrict's purpose to support student success both locally andglobally. United, we the faculty, classified professionals andadministrators pledge to treat all applicants and employees fairlyand equitably.