TEMPORARY Program Assistant - Student Services

Essential Duties & Responsibilities

• Oversees and assists with the day-to-day operation of an academic or student services office or program
• Coincides with front-desk coverage or delivery of program services
• Answers, screens and refers telephone calls and visitors
• Solves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned program and services
• Creates forms and surveys used to evaluate program needs and effectiveness of service delivery
• Assists students with understanding and completing matriculation requirements, applications and/or forms
• Affords access to students for program/center services such as enrolling in program, setting up tests or tutoring, facilitating weekly orientations and workshops, registration, and researching and accessing course, transfer and career materials
• Answers student questions regarding program eligibility, policies, procedures, programs and services
• Verifies student eligibility and tracks program participation for funding or reimbursement purposes
• Sends correspondence and reports to students
• Responds to questions and complaints over the phone or at a public counter
• Facilitates student, faculty/Counselor and staff use of appointment scheduling and case management software, Colleague and program-specific electronic databases and programs as an advanced user
• Tracks and inputs program statistical and student data into appropriate systems
• Tracks student program participation and eligibility
• Prepares for review and submits statistical records and reports
• Aids in data collection for program audits
• Affords recruitment, hiring and training of student aides, tutors and other hourly program/center support employees
• Provides day-to-day lead work guidance and direction to other staff and student aides
• Schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards
• Reviews and processes payroll timesheets
• Provides information, instruction and training on work procedures and technical, legal and regulatory requirements
• Makes meeting and event arrangements including booking travel, developing event logistical plans and approving vendors and participants
• Maintains a variety of program calendars
• Makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents
• Takes and transcribes meeting minutes
• Maintains a variety of standard and complex office and specialized records and files
• Creates and maintains spreadsheets and databases to track student contacts, student education plans, projects, activities and services
• Extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments
• Tracks and maintains federal, state and District-required data and student outcomes and prepares for submission or reporting
• Creates, submits and tracks requisitions
• Prepares travel and conference expense forms
• Routes forms for signature
• Calculates budget usage and fund percentages
• Tracks multiple funding sources
• May participate in grant administration functions including collecting basic program data and generating performance reports
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, and statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex
• Creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation
• Reviews documents for clerical accuracy, completeness and compliance with College and department requirements
• Prepares standardized contracts and rental agreements for signature and approval
• Routes documents for signature

Education And Experience

• An associate degree with coursework in education, psychology, communications, public relations or another relevant field or three years of progressively responsible clerical experience in a high-volume customer service or student interaction environment
• Or an equivalent combination of training and experience

Licenses, Certificates And Other Requirements

• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program