Program Assistant (Substitute) (SC SHW - CNA)

South Orange County Community College District; Mission Viejo (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

South Orange County Community College District is seeking a short-term, hourly administrative support specialist to provide word processing and computer operation services for a grant-funded program. The role includes answering inquiries, supporting orientation activities, proctoring tests, and maintaining program records.

Ideal candidates will have strong typing, filing, and data-entry skills, plus the ability to work with students, faculty, and the public in a dynamic campus environment.

Qualifications

• Provide word processing and computer operation support for the grant program.
• Prepare letters, manuals, syllabi, course materials, reports.
• Answer inquiries from students, staff, or the public; act as receptionist.
• Proctor tests and maintain test confidentiality.
• Maintain and organize filing systems and program records.

Responsibilities

• Proctor tests for students in the program.
• Maintain and secure test materials.
• Develop and prepare graphics and documents using desktop publishing.
• Provide program information to students and faculty.
• Schedule and organize logs and files; assist with program materials.

Skills

Word processing

Data entry

Public relations

Telephone etiquette

Filing systems

Education

High school diploma

College coursework in business

Tools

Word processing software

Spreadsheets

Databases

Job description

SUMMARYDESCRIPTION

Under general supervision, provides wordprocessing and other computer operation services in support of theassigned grant-funded program; performs a variety of administrativeoffice support duties of a general or specialized nature; andprovides information and assistance to students, faculty, staff,and the general public. May provide training and work direction tostudent workers if assigned.

DISTINGUISHINGCHARACTERISTICS

This class is distinguished from similarclassifications in that the position assigned to this class iscategorically funded and not financed by District funds. Theincumbent works with students and faculty to implement theactivities of a grant program. Duties include assisting faculty andclassified staff by performing word processing and otheradministrative support functions that further the goals of thegrant program and support division-wide activities and duties.

REPRESENTATIVEDUTIES

The following duties are typical for thisclassification. Incumbents may not perform all of the listed dutiesand/or may be required to perform additional or different dutiesfrom those set forth below to address business needs and changingbusiness practices.

Provide wordprocessing and other computer operation services in support of theassigned grant-funded program; produce letters, manuals, syllabi,handbooks, course materials, board agendas, position announcements,and reports; create and maintain originals of documents; distributefinished materials as appropriate.Participatein preparing a variety of required and comprehensive reports withinthe assigned grant-funded area.Serve asreceptionist for assigned grant-funded program; receive officevisitors and answer telephone calls; provide material andinformation in response to requests for information related to theprogram; convey telephone messages; refer callers to appropriatestaff for further assistance as needed.Follow up onregistration problems for the assigned grant-funded area; respondto questions and inquiries from students regarding registrationguidelines and procedures.Provideassistance to students and staff in the orientation process; attendorientation meetings, collect student paperwork, make copies ofdocuments as necessary, and respond to questions and inquiries.Proctor testsfor students within the program; inform students of directions;maintain a quiet testing environment for students and ensure thesecurity of test materials; maintain confidentiality ofconfidential and/or sensitive matters with regard to testproctoring.Verify andreview materials, applications, records, files, and reports forcompleteness and conformance with established regulations andprocedures; apply applicable policies and procedures in determiningcompleteness of applications, records, files, and reports; collectand process appropriate information.Design,develop, and prepare a variety of graphics, brochures, flyers,charts, and other documents utilizing desktop publishing hardwareand software.Maintainaccurate and up-to-date files and records for assigned program;develop and monitor various logs, accounts, and files for currentand accurate information; verify accuracy of information,researching discrepancies and recording information; organize andmaintain filing systems.Provideprogram information to students and faculty; assist in preparingprogram materials; receive, sort, and deliver materials.Performrelated duties as required.

QUALIFICATIONS

Knowledge of: Officeprocedures, methods, and equipment including computers andapplicable software applications such as word processing,spreadsheets, and databases.Current wordprocessing, spreadsheet, and database programs, methods, andtechniques.Basicprinciples of business letter writing and basic reportpreparation.Methods andstandards used in processing College paperwork.Principles andpractices used to establish and maintain files and informationretrieval systems.Basicprinciples and techniques used in public relations includingmethods and techniques of proper receptionist and telephoneetiquette.Principles andpractices of public relations.Workorganization principles and practices.English usage,grammar, spelling, punctuation, and vocabulary.

Ability to: Understand theorganization and operation of the assigned program area asnecessary to assume assigned responsibilities.Understand,interpret, and apply general administrative and office policies andprocedures.Perform avariety of office support and clerical duties and activities of ageneral and specialized nature for an assigned office.Respond torequests and inquiries from students, staff, or the public;effectively present information in person or over the telephone tostudents, staff, or the public.Proctor testsand examinations, maintaining confidentiality of information.Use soundjudgment in recognizing scope of authority.Type or enterdata at a speed necessary for successful job performance.Compile andorganize data and information.Maintainfiling systems.Exercise goodjudgment in maintaining information, records, and reports.Plan andorganize work to meet schedules and changing deadlines.Operate officeequipment including computers and supporting word processing,spreadsheet, and database applications.Adapt tochanging technologies and learn functionality of new equipment andsystems.Work understeady pressure with frequent interruptions and a high degree ofpublic contact by phone or in person.Work with andexhibit sensitivity to and understanding of the varied racial,ethnic, cultural, sexual orientation, academic, socio-economic, anddisabled populations of community college students.Communicateclearly and concisely, both orally and in writing.Establish andmaintain effective working relationships with those contacted inthe course of work.Report to workon a regular and consistent basis, as scheduled, to assignedjob

EDUCATION AND EXPERIENCEGUIDELINES:

Any combination of education andexperience that would likely provide the required knowledge andabilities is qualifying. A typical way to obtain the knowledge andabilities would be:

Education/Training: Equivalent to the completion of thetwelfth grade. Completion of college-level coursework in businessadministration or a related field is highly desirable.

Experience: Two years of specialized clerical oroffice experience, preferably involving extensive publiccontact.

License orCertificate: A valid California driver’s licenseand proof of insurability may be required for some positions todrive a District or personal vehicle to attend meetings or pickup/deliver documents or other materials.

PHYSICAL DEMANDS AND WORKINGENVIRONMENT The conditions herein are representative ofthose that must be met by an employee to successfully perform theessential functions of this job. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential job functions.

Environment: Work is performed primarily in a standard office setting, typicallyat a desk or computer terminal; subject to noise from officeequipment operation; frequent interruptions and contact in personand on the telephone with students, academic and classified staff,and others.

Physical: Primary functions require sufficient physical ability and mobilityto work in an office setting; to stand or sit for prolonged periodsof time; to occasionally stoop, bend, kneel, crouch, reach, andtwist; to lift, carry, push, and/or pull light to moderate amountsof weight; to operate office equipment requiring repetitive handmovement and fine coordination including use of a computerkeyboard; to verbally communicate to exchange information; and mayoccasionally travel to other offices or locations to attendmeetings or to pick up or deliver materials.

Vision: See in the normal visual range withor without correction. Hearing: Hear in the normal audio range with or without correction.

Work Schedule: TBD–Schedule and shift vary and are subject to change in accordancewith the department's needs.

Hours per Week: Up to 25

Employment Conditions andInformation: This is a short-term, temporary, hourlyNon-Bargaining Unit (NBU) assignment, not to exceed 160 days and960 hours per fiscal year (July 1st through June30th). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or projectbasis. Education Code Section 88003 states 'Short-term employee means any person who is employed to perform a service for the district, upon the completion of which, the service required or similar services will not be extended or needed on a continuing basis.'

After successful completion of theonboarding requirements, an individual may be employed by the SouthOrange County Community College District (SOCCCD) as a short-term,temporary NBU employee. Employment will be on an “if and as needed”basis, as determined by the SOCCCD. The assignment may be shortenedor extended at any time, due to departmental needs, with little tono notice. NBU employment is at-will, and either party mayterminate this working relationship at any time. Neither partyshall be required to provide any reason for the separation. NBUemployees shall not have reemployment rights or recourse topetition to be reinstated.

NBU employees are limited to working ina single position within one department and at one worksite. ASLInterpreters and Art Models are the only exceptions to the single-worksiterequirement. NBU employees may not work remotely and must besupervised while performing their assignedduties.

NBU employees are paidon a monthlybasis. The payrollreporting period is from the 1st? of the month to the last day of the month.NBU employees are paid on the 10th of the followingmonth.

Example: For the following reporting period:January 1st?through January31st,the NBU employee will be paid on February10th.

NBU employees who work more than 1000hours per fiscal year are required to contribute to the CaliforniaPublic Employees Retirement System (CalPERS), through payrolldeduction. The SOCCCD does not intend to employ NBU employees formore than 960 hours during any fiscal year.