Program Assistant (Career and Technical Education)

About the role

The Program Assistant for Career and Technical Education will provide office support for a variety of CTE activities. This includes assisting with administrative tasks associated with supporting the Director in organizing, preparing, and facilitating components of budget processes and program needs that arise throughout the year. The role also provides administrative and operational support for the CTE department and assigned programs, coordinates program‑related activities, maintains records and documentation, supports communication with schools and stakeholders, and assists with the implementation of department initiatives, events, and processes.

Responsibilities

• Assists with the CTE budget working with the CTE Supervisors and Director.
• Coordinates end‑to‑end logistics, scheduling, venue setups, and materials for CTE meetings, professional learning sessions, advisory committees, and student events, participating as requested.
• Provides completed reports in a timely manner.
• Collects, tracks, and maintains accurate CTE program records, student participation data, and credentialing information across department databases to ensure compliance and support reporting.
• Assists with purchasing, invoices, supply orders, equipment records, and other program‑related processes.
• Supports communication with schools, teachers, administrators, industry partners, and other stakeholders.
• Prepares correspondence, reports, presentations, forms, and other program materials.
• Monitors timelines and follows up on assigned tasks to support timely completion of department initiatives.
• Supports program implementation, including organizing resources, materials, and information for schools and teachers.
• Provides customer service and responds to questions or requests, referring specialized program questions to the appropriate CTE specialist or content specialist.

Qualifications

• High School Diploma or GED.
• One (1) year of experience in administrative, clerical, or office support roles.

Knowledge, Skills, and Abilities

• Experience with Oracle ERP or comparable enterprise resource planning system.
• Proficiency with Google Suite, Microsoft Office, and video‑conferencing software.
• Knowledge and proficiency in Phoenix SIS or comparable student information system.
• Demonstrated ability to handle multiple tasks and priorities efficiently.
• Experience in managing schedules, deadlines, and administrative workflows.
• Strong written and verbal communication skills for drafting correspondence and reports, and interacting with team members and stakeholders.
• Experience working in a team setting and collaborating with colleagues and external partners.

Physical Requirements

While performing the duties of this job, the employee regularly talks and conveys detailed spoken instructions. Normal cognitive abilities are required, including learning, recall, and application of practices and policies. The role frequently involves sitting or remaining stationary for long periods and may require exerting up to 25 pounds of force occasionally, or negligible force frequently, to lift, carry, push, pull, or otherwise move objects.

Pay

Salary Range: $29.20 – $37.58 (Universal Level 8).

Schedule

12 months per year, 254 days, 8 hours per day.

Reporting Structure

Reports to: Director, Career, Technical and Adult Education.

Other Details

• FLSA Status: Non‑Exempt.
• Remote Work Eligible: No.
• Union Designation: Non‑Union.