Program Specialist - Career Technical

State Center Community College District; Fresno (CA); On-site; USD 67,000 - 82,000; Full time

Job summary

State Center Community College District is seeking a Program Specialist - Career Technical to support planning and implementation of career/technical programs at the District Office in Fresno, CA.

The position assists with student registration, fees processing, program data entry, and billing, while coordinating with instructors and staff to ensure timely services, accurate records and compliance with policies.

Qualifications

• Knowledge of program/department services, goals, and procedures.
• Proficiency with modern office software and data entry.
• Understanding of registration and admissions processes.

Responsibilities

• Assist in planning and implementing assigned programs and services.
• Provide information to students, faculty and staff on eligibility and documentation.
• Process program billing, fees, and reimbursements; maintain records and reports.

Skills

Program/department services

Customer service

Payroll procedures

Data entry

Education

Associate degree plus 1 year experience in assigned program area or student services

Tools

Office software

Job description

Program Specialist - Career Technical

Salary: $66,818.00 - $82,179.00 Annually

Location: SCCCD District Office - Fresno, CA

Job Type: Permanent

Division: DO District Office

Job Number: 2026057

Closing: 10/8/2026 11:59 PM Pacific

General Purpose

Under general supervision, assists with the planning andimplementation of an assigned occupational, technical or careerprogram or public safety academy; provides routine to complexassistance to students and participants withregistration/enrollment and admissions and processes; processesprogram billing, fee collection and reimbursement; performs andtrains others on complex data entry and the usage of specialized,department specific software; orders program instructionalmaterials and supplies; provides program marketing support; andperforms related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of thevarious types of work that may be performed. The omission ofspecific statements of duties does not exclude them from theposition if the work is similar, related or a logical assignment tothis class.

1. Provides input in selecting, training and providing day-to-daylead work guidance and direction to other program staff, tutors andstudent aides; assigns, schedules and monitors work forcompleteness, accuracy and conformance with District, departmentand legal/regulatory requirements and standards; monitors workflowto ensure mandated deadlines are being met in an optimal manner;provides information and training on work procedures and technical,legal and regulatory requirements.
2. Provides input to supervisor on employee work performance andbehaviors; assists in ensuring a fair, open and inclusive workenvironment in accordance with the District's mission, goals andvalues.
3. Participates in the day-to-day operation and service deliveryof career and technical training program activities; providesassistance and information to students, faculty and staff regardingprogram eligibility, required documentation, processingrequirements and fees; explains applications, requirements andcorrect procedures for completion of forms, applications andprocesses and restrictions; reviews completed forms for accuracyand completeness; verifies student eligibility and updates andmaintains program eligibility lists and wait lists; tracks programparticipation for funding or reimbursement purposes; sendscorrespondence and reports to students; responds to questions andcomplaints over the phone or at a public counter.
4. Supports instructors/faculty including ordering materials andsupplies, stocking classrooms, providing technical support andensuring that facilities are available; assists with thepreparation and issuance of certificates of completion.
5. Assists with staff and faculty hiring processes includingsubmitting requisitions and preparing employment paperwork;processes and tracks Instructional Service Agreements; assists withfull- and part-time staff and faculty payroll processes includingprocessing for approval and categorizing pay according todepartmental/program billing accounts.
6. Serves as the functional specialist for program-specificelectronic databases and programs; facilitates and trains newstudents, Counselors and staff in the use of systems and programsincluding department-specific third-party software; tracks andinputs statistical and student data into appropriate systems, oftenrequiring independent decision making on coding that impactsfederal, state and District integrated databases, student successmeasures and program funding; tracks ongoing program eligibility ofstudents and notifies students regarding program status; preparesfor review and submits statistical records and reports and mayupload to third-party databases; assists in data collection forprogram audits.
7. Organizes, maintains and updates confidential, specialized andtechnical files, documents and records including departmentpersonnel and medical records; creates and maintains electronic andphysical filing systems; responds to subpoenas and public recordsrequests following established guidelines.
8. Assists with conducting studies and analyses to identifyprogram enhancements and/or new programs and services and toevaluate the effectiveness of current programs; utilizesthird-party portals and databases to research and track studentinformation; coordinates with other college departments regardingfinancial aid, tracking student work hours, payments andreimbursements; may interact with state and federal programs onbehalf of the department/ program or a student.
9. Reviews, submits and tracks requests for payments and purchaseorders in accordance with District policies and procedures; reviewstravel and conference expense forms; calculates budget usage andfund percentages; prepares budget variance reports and spendingforecasts for management review; tracks multiple funding sources;may participate in grant administration functions including basicgrant writing, collecting program data and generating performancereports.
10. Coordinates logistics of program events, symposiums andconferences, including assisting with supporting eventparticipants, vendors and sponsors; works with other campusdepartments and facilities; orders food, materials and supplies;troubleshoots onsite, proactively resolving issues.
11. Participates in in-reach and marketing services to students;prepares and produces promotional materials, invitations andpublications; updates and maintains department or program websiteand social media accounts.
12. 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

1. If certified, coordinates and/or proctors state and nationalcertification testing.
2. May assist with internships, clinical hours and/or jobplacement activities and placements of program completers.
3. May provide basic first aid and be required to call emergencyresponders.
4. Participates in state and national program training anddevelopment and professional group meetings; stays abreast of newtrends and innovations in the program and grant area.
5. Maintains and purchases inventory and supplies.
6. Performs related duties as assigned.

Employment Standards / Minimum Qualifications

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Program/department services, goals, objectives, policies,procedures and practices.
2. Modern office practices, procedures and equipment includingadvanced knowledge of computers and applicable softwareprograms.
3. General principles, practices and techniques used in customerservice, public relations and community outreach.
4. Policies and procedures of a cohort college admissions andregistration process.
5. District student recordkeeping practices and procedures forprocessing student information and interpreting input and outputdata.
6. District payroll and general accounting system operations,practices and procedures.
7. College and District organization, rules, policies andprocedures applicable to departmental and division operations.
8. Practices and techniques of sound business communication;correct English usage, including spelling, grammar andpunctuation.
9. District policies, procedures and rules regarding budgeting,purchasing and travel/training and expense reporting; basic grantsadministration.
10. Basic research methods and analysis techniques.
11. Applicable sections of the California Education Code, theFamily Educational Rights and Privacy Act and other District, stateand federal laws, rules, regulations, and policies governing studentrecords.
12. Safety policies and work practices applicable to the work beingperformed.
13. Basic principles and practices of employee work guidance and direction.
14. Personnel Commission Rules, Board policies, AdministrativeRegulations, Human Resources procedures and collective bargainingagreements.
15. Uses and operations of scanners, phone systems, computers,standard business software, and database and spreadsheetapplications.

When Assigned to the Police Academy

1. Basic knowledge of Peace Officer Standards and Training (POST)and Standards for Corrections (STC) policies, procedures, rules andregulations necessary to determine student course eligibility,records management and District program compliance.
2. Basic knowledge of POST TMAS (Testing Management and Assessment System) testing program and related test security and scoringprotocols.

When Assigned to Health Services Programs

1. HIPAA regulations as they pertain to client information and medical records.

Skills and Abilities to:

1. Assign and review the work of assigned staff.
2. Assist in the planning and implementation of programs andactivities in assigned program or department.
3. Analyze problems, evaluate alternatives and recommend or adopteffective courses of action in accordance with established policiesand procedures.
4. Set priorities and exercise sound judgment within areas ofresponsibility.
5. Compose clear, concise and comprehensive analyses,correspondence, reports, studies, agreements, presentations andother written materials.
6. Track and report statistical information utilizing complexspreadsheets and databases.
7. Understand, interpret, explain and apply applicable laws,codes, regulations, policies and procedures.
8. Maintain confidentiality of District and student files andrecords.
9. Effectively engage and support historically minoritized groupsby addressing issues of equity and improving culturally responsiveservice-oriented practices.
10. Communicate information accurately and effectively; understandrequests for information or assistance; maintain a courteous andtactful manner when under pressure or in an antagonisticsituation.
11. Operate a computer and use standard business software.
12. Exercise tact and diplomacy in dealing with concerned peopleand sensitive, complex and confidential student issues andsituations.
13. Establish and maintain effective working relationships with allthose encountered in the course of work.

Education and Experience

An associate degree and one year of work experience in the assignedprogram area or in student services support; or an equivalentcombination of training and experience.

Licenses, Certificates and OtherRequirements

A valid California driver's license and the ability to maintaininsurability under the District's vehicle insurance program may be required in some assignments.

When assigned to Health Services programs

• A valid CPR certification is required within three months of hire or appointment.
• First Aid Mental Health Certificate within six months of hire or appointment.

When assigned to the Police Academy

• Successful completion of a comprehensive backgroundinvestigation including a review of employment history, criminalconviction record, credit history, non-use of intoxicants and/orother controlled substances is required.
• Required to be a member of the California Association of PoliceTraining Officers Association.
• Additional POST certifications may be required as needed.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential 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;and lift up to 10 pounds and occasionally up to 25 pounds.

Specific vision abilities required by this job include close visionand the ability to adjust focus.

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 be made to enable individuals with disabilities to perform theessential functions.

Employees work under typical office conditions subject to frequentpublic contact, 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 fostering innovation and inclusivity. We respond proactively to the diverse needs of the community and welcome individuals excited to join our District's purpose to support student success both locally and globally. United, we the faculty, classified professionals and administrators pledge to treat all applicants and employees fairly and equitably.