Program Technician, Community Education

Allan Hancock College; Santa Maria (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Allan Hancock College seeks a capable administrative assistant to provide secretarial support to the assigned program(s). The role includes handling payroll documentation, registrations, and records, ensuring compliance with district and external agencies, and maintaining program data.

The position demands strong organizational and communication skills, independence, and the ability to manage budgets, schedules, and course-related materials while supporting faculty and staff.

Qualifications

• Office management techniques and organization skills.
• Written business communications.
• Word/information processing applications and production.
• Records management.
• Correct English usage, spelling, grammar, and punctuation.
• Receptionist and telephone techniques for multi-line phone system.
• Intermediate/Advanced skills; Microsoft Excel, Word, Outlook, Access and Publisher.
• Strong public relation/communication skills.
• Work independently, organize workload, and establish priorities.
• Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations.
• Operate computer with accuracy and speed.
• Secretarial work of above average difficulty.
• Establish and maintain office records and files.
• Compose correspondence independently.

Responsibilities

• Serve as first contact for students, staff and the public.
• Interpret state rules for prospective students and monitor compliance.
• Assist supervising administrator with administrative detail.
• Process payroll documentation and routes notices of assignment.
• Prepare employment authorizations and notices; generate personnel action requests.
• Coordinate graduation ceremonies and related planning tasks.
• Order books and supplies; inventory and distribute orders.
• Prepare enrollment forms and certificates.
• Maintain program records and data for reports.
• Process state-required records and budget records.
• Update program webpages and information boards.
• Attend meetings and take minutes; assist with registration and enrollment vouchers.
• Update FTE load matrix; assist with marketing courses and create flyers.
• Create course sign-in sheets and process agency-sponsored registrations.
• Assist background investigators and validate material fees by course.
• Assist in training newly hired staff; perform other related duties.

Skills

Office management

Written communications

Public relations

Independent work

Organizational skills

Education

Associate degree in secretarial science

Tools

Excel

Word

Outlook

Access

Publisher

Job description

Position Summary

DEFINITION: Under supervision of the appropriate administrator, the incumbent is to perform a wide variety of responsible, technical, and secretarial assistance to the assigned program(s);and promote and value the mission and vision of the college.

CLASS CHARACTERISTICS: Under limited supervision, the incumbent exercises considerable independence, is expected to make decisions concerning appropriate policies and procedures of the organizational unit and give guidance to other clerical staff, including student help.

Essential Functions and Qualifications

1. Serves as first point of contact for students, staff and the public.
2. Interprets state rules, requirements and guidelines for prospective students; monitors all student compliance requirements.
3. Assists supervising administrator with administrative detail.
4. Receives, reviews, tracks and routes payroll documentation.
5. May prepare employment authorizations and routes notices of assignment; generates personnel action requests and extra assignment authorizations.
6. Coordinates graduation ceremonies; updates and prepares invitations and graduation programs; schedules pre-and-post planning meetings; takes and distributes notes; identifies and assigns support staff; prepares awards and name tags.
7. Orders books and supplies, receives, inventories, and distributes orders.
8. May generate and prepare student enrollment forms and certificates of completion for programs and courses.
9. Maintains all programmatic records; provides data for preparation of reports.
10. Processes and maintains state required records.
11. Maintains budget records and processes purchase requests and orders.
12. Monitors and assists with submission of training class schedules, faculty schedules, and schedule changes.
13. Updates and maintains program webpage and other electronic information boards related to the area program.
14. May attend meetings and take minutes (committees and advisory meetings).
15. Prepares program informational and acceptance letters/packets/brochures; assists with registration and enrollment fee vouchers; verifies information; receives and processes requests for historical data; adds registration attributes; completes override forms; maintains student and course records in compliance with district and external agency requirements.
16. Update and maintain FTE part-time faculty load matrix by month/ semester.
17. Assist with marketing courses and in-service academies, create/update course flyers.
18. Create and maintain all course sign-in sheets for positive attendance and census courses.
19. Process registration (register back office) for agency sponsored students.
20. May assist background investigators with their agency hiring needs.
21. May assist in validating, maintaining, and updating accurate material fees by course.
22. Assist with training newly hired staff.
23. Performs other related duties as assigned.

Knowledge of:

• Office management techniques and organization skills;
• Written business communications;
• Word/information processing applications and production;
• Records management;
• Correct English usage, spelling, grammar, and punctuation;
• Receptionist and telephone techniques for multi-line phone system.
• Intermediate/Advanced skills; Microsoft Excel, Word, Outlook, Access and Publisher.

Demonstrated ability to:

• Have strong public relation/communication skills;
• Understand and carry out oral and written directions;
• Work independently, organize workload, and establish priorities;
• Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations;
• Operate computer with accuracy and speed;
• Perform secretarial work of above average difficulty;
• Establish and maintain office records and files;
• Compose correspondence independently.

Physical Demands:

• Typically may sit for extended periods of time.
• Operates a computer.
• Communicates utilizing appropriate mediums of correspondence and in person.
• Regularly lifts, carries and/or moves objects weighing up to 30 pounds.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk, or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday.
• The incumbent will have contact, in person, via email, or on the telephone, with executive, management, supervisory, academic and classified staff and the general public.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Minimum Qualifications

Education and Experience: An associate of science degree or higher in secretarial science or word/information processing systems or related subject matter and two years of increasingly responsible secretarial experience OR the equivalent to completion of the 12th grade and three years of increasingly responsible secretarial experience, OR any equivalent combination of training and experience.

Additional Information

The desired start date is November 2026. This is a full-time, 37-hour, classified, 12-month position.

This position is contingent on continued funding.

Work Schedule: Monday - Thursday, 8:00 a.m. - 4:30 p.m., and Friday, 8:00 a.m. - 4:00 p.m.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Allan Hancock College will not sponsor any visa applications.