Program Assistant - Career Technical Education - Limited Duration 2026-27 School Year

Department/Service Area: School Improvement
Reports to: Director of School Improvement
FLSA Status/Classification: Classified

About the Role

The Program Assistant provides technical assistance, administrative support, and professional development to Career and Technical Education (CTE) related grants and programs coordinated by Lane ESD. This role supports students' preparation for a wide range of careers by ensuring programs have the resources, organization, and guidance needed to deliver high-quality academic and technical skills.

Responsibilities

Career Technical Education (CTE) Specific Duties

• Manage budget and funding:
  • Serve as the primary contact for budget and funding inquiries from ESD staff, districts, and partners.
  • Consult with administrators and specialists and liaise with the Business Director to inform budget decisions and plan future initiatives.
  • Track, monitor, and contribute to the management of multiple CTE funding streams.
• Support committees and workgroups:
  • Anticipate needs and assist specialists and coordinators with assigned committees/workgroups.
  • Coordinate logistics for committee/workgroup activities and initiatives.
• Communicate and coordinate outreach:
  • Communicate with program staff and partners regarding events and activities.
  • Review program materials to ensure accuracy.
• Plan and execute events:
  • Maintain a calendar of reports, projects, and events to support proactive planning.
  • Provide logistical support for program events, including venue selection, meals, materials, and participant registration.
  • Maintain inventory of ESD and district equipment in compliance with grant requirements.
  • Attend state program meetings regarding budget and reporting requirements.

General Program Duties

• Provide administrative and fiscal support:
  • Deliver administrative support to program staff.
  • Ensure fiscal compliance with program rules and ESD policies.
  • Process, track, monitor, and reconcile program expenditures.
  • Conduct procurement activities, including travel arrangements, contracts, invoices, and reimbursements.
  • Prepare and submit routine and ad hoc expenditure reports.
• Assist with grants and reporting:
  • Support program grant applications and required reports for ODE.
  • Assist in developing program budgets per grant and ESD procedures.
  • Gather budget information and prepare draft budgets.
  • Compile and format grant application materials.
• Coordinate events:
  • Plan and execute logistics for program events and activities.
  • Support temporary employees with paperwork and participation logistics.
  • Document, maintain, and update program procedures and forms for district and participant use.
• Manage data and communications:
  • Collect, organize, and maintain program data, including participant demographics.
  • Conduct initial review of participant submissions for grant compliance.
  • Take notes at meetings as assigned.
  • Update and maintain program information on social media platforms.
• Perform other duties:
  • Execute other tasks as assigned to support program initiatives.

Requirements

• High school diploma or equivalent with two years of general office experience or a combination of post-secondary education and relevant experience.
• Preferred: Associate's degree in business or accounting or two years of accounting/bookkeeping experience.
• Experience providing support on state and/or federal grants.

Skills

• Knowledge of:
  • Basic bookkeeping procedures and processes.
  • Budgeting and financial tracking principles.
  • Program administration and grant requirements (state/federal).
  • Office procedures and administrative operations.
  • Use of web-based communication and information-sharing tools.
  • Spreadsheet, database, and word processing software.
• Abilities to:
  • Read, write, and speak in Spanish (preferred).
  • Communicate effectively in writing and verbally.
  • Organize, track, and maintain program data and records.
  • Support program staff in planning and logistics for events and projects.
  • Coordinate multiple tasks and meet deadlines.
  • Analyze financial information and reconcile expenditures.
  • Adapt to new systems, procedures, and technology.
• Skills to:
  • Proficient use of computer applications (Excel, Word, databases, communication platforms).
  • Draft clear, accurate correspondence and program materials.
  • Manage calendars, schedules, and reporting deadlines.
  • Plan and execute logistical support for events and committees.
  • Compile and format reports, grant applications, and budgets.

Physical Demands

The position requires minimal physical exertion working primarily at a computer. The incumbent is normally seated and stands, moves, or bends as needed. Occasionally, the incumbent is engaged in lifting materials, equipment, or supplies up to 20 lbs that are sent to or received for workshops or events. Use of carts or hand dollies and effective body mechanics are required to avoid injury.

Work Environment

The incumbent works in an indoor environment performing clean, non-hazardous work. Some minor distractions related to the close proximity of other employees are present. Generally, working conditions are good with infrequent exceptions.

Work Expectations

• Effectively engage with individuals from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting.
• Utilize appropriate equipment and software as established for agency use as well as other equipment and software appropriate to the assignment.
• Maintain regular and punctual attendance.
• Confer regularly with immediate supervisor.
• Follow all District work procedures and reasonable requests by proper authority.
• Perform program responsibilities in accordance with statutes, administrative rules, policies, and collective bargaining agreements.