TEMPORARY Program Assistant - Student Services

State Center Community College District; Fresno (CA); On-site; USD 78,739,000 - 96,765,000; Part time

Job summary

State Center Community College District is seeking a Temporary Program Assistant - Student Services to support daily operations of the CCC Student Services office at Clovis Community College. You will assist with matriculation, counseling referrals, and tracking program participation and outcomes.

Responsibilities include scheduling, data entry, reporting, and coordinating events; training student aides and hourly staff; and maintaining program records while ensuring compliance with district

Qualifications

• Associate degree with coursework in education, psychology, communications, public relations or related field.
• Or three years of progressively responsible clerical experience in a high-volume customer service or student interaction environment.
• Equivalent combination of training and experience may be considered.

Responsibilities

• Oversee day-to-day operation of academic or student services office or program and front-desk coverage.
• Assist students with matriculation, applications, forms and accessing services.
• Answer questions on eligibility, policies, and referrals; track participation for funding purposes.
• Utilize scheduling and data systems to track statistics and prepare reports.
• Assist in recruitment, hiring and training of student staff; supervise hourly workers.
• Coordinate meetings and events, including agendas, minutes and vendor coordination.

Skills

Office software

Student records

Data entry

Scheduling

Communication skills

Budgeting

Policy knowledge

Equity & inclusion

Education

Associate degree

Relevant coursework

Equivalent experience

Tools

Colleague

Database software

Spreadsheet software

Job description

TEMPORARY Program Assistant - Student Services

Salary: $27.46 - $33.77 Hourly

Location: Clovis Community College, CA

Job Type: Provisional (Vacant Position Only)

Division: CCC Student Services

Job Number: 202600131-T

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

The duties listed below are intended only as illustrationsof the various 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. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. Demonstrates sensitivity to and understanding of historicallyminoritized groups and participates in professional developmentactivities to increase cultural competency to enhance equity-mindedpractices within the District.

Employment Standards / Minimum Qualifications

KNOWLEDGE, SKILLS ANDABILITIES

Knowledge of:

1. Modern office practices, procedures and equipment includingcomputers and applicable software programs.
2. Program/center services, goals, objectives, policies,procedures and practices.
3. Customer service practices and telephone etiquette.
4. District student recordkeeping practices and procedures forprocessing student information and interpreting input and outputdata.
5. District payroll and general accounting systems operations,practices and procedures.
6. Practices and techniques of sound business communication;correct English usage, including spelling, grammar andpunctuation.
7. District policies, procedures and rules regarding budgeting,purchasing and travel/training and expense reporting.
8. Applicable sections of the California Education Code and otherapplicable laws.
9. Safety policies and safe work practices applicable to the assignment.
10. Basic principles and practices of employee work guidance anddirection.
11. Uses and operations of scanners, phone systems, computers,standard business software and database and spreadsheetapplications.

Skills and Abilities to:

1. Provide for the daily administrative activities in a program oroffice.
2. Provide customer service in person and over the phone.
3. Compose clear, concise and comprehensive correspondence,reports, studies, agreements, presentations and other writtenmaterials from brief instructions.
4. Track and report statistical information utilizing complexspreadsheets and databases.
5. Perform mathematical calculations; assist in monitoring aprogram or department budget.
6. Understand, interpret, explain and apply applicable laws, codesand regulations.
7. Maintain confidentiality of District and student files andrecords.
8. Effectively engage and support historically minoritized groupsby addressing issues of equity and improving culturally responsiveservice-oriented practices.
9. Communicate effectively, both orally and in writing.
10. Understand and follow written and oral instructions.
11. Operate a computer and use standard business software.
12. Type accurately at a speed necessary to meet the requirementsof the position.
13. Represent the District effectively to students, customers andthe public.
14. Exercise tact and diplomacy in dealing with sensitive, complexand confidential student issues and situations.
15. Establish and maintain effective working relationships with allthose encountered in the course of work.

EDUCATION ANDEXPERIENCE

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

A valid California driver's license and the ability to maintaininsurability under the District's vehicle insurance program.

PHYSICAL AND MENTALDEMANDS

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

Physical Demands

While performing the duties of this class, employees are regularly required 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. Specific vision abilitiesrequired by this job include close vision and the ability to adjustfocus.

Mental Demands

While performing the duties of this class, employees are regularly required 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.

WORKINGENVIRONMENT

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 and interruption; and intermittent exposure to individuals 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.

Distinguishing Characteristics

Program Assistant - Student Services performs advancedadministrative support including maintaining complex student andprogram tracking records, files and databases in accordance withgeneral instructions or established office procedures. Incumbentsmay provide day-to-day work direction to lower-level clericalsupport staff and student aides. Work assigned requires specificprogram knowledge including District, state or federal policies andprocedures and the ability to solve routine to difficultproblems.

Program Assistant - Student Services is distinguished from ProgramSpecialist - Student Services in that an incumbent in the latterclass is primarily responsible for program implementation, assistsin program development and exercises greater autonomy of work anddecision-making authorities.

Assessment Process

Only the most qualified applicants will be invited to interview for the assignment.

WorkingHours: Monday - Friday, 8am-5pm