TEMPORARY Program Specialist - Career Technical

General Purpose

Under general supervision, assists with the planning and implementation of an assigned occupational, technical or career program or public safety academy; provides routine to complex assistance to students and participants with registration/enrollment and admissions and processes; processes program billing, fee collection and reimbursement; performs and trains others on complex data entry and the usage of specialized, department specific software; orders program instructional materials and supplies;

provides program marketing support; and performs related duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

* Provides input in selecting, training and providing day-to-day lead work guidance and direction to other program staff, tutors and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure mandated deadlines are being met in an optimal manner; provides information and training on work procedures and technical, legal and regulatory requirements.

* Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.

* Participates in the day-to-day operation and service delivery of career and technical training program activities; provides assistance and information to students, faculty and staff regarding program eligibility, required documentation, processing requirements and fees; explains applications, requirements and correct procedures for completion of forms, applications and processes and restrictions; reviews completed forms for accuracy and completeness; verifies student eligibility and updates and maintains program eligibility lists and wait lists;

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.

* Supports instructors/faculty including ordering materials and supplies, stocking classrooms, providing technical support and ensuring that facilities are available; assists with the preparation and issuance of certificates of completion.

* Assists with staff and faculty hiring processes including submitting requisitions and preparing employment paperwork; processes and tracks Instructional Service Agreements; assists with full- and part-time staff and faculty payroll processes including processing for approval and categorizing pay according to departmental/program billing accounts.

* Serves as the functional specialist for program-specific electronic databases and programs; facilitates and trains new students, Counselors and staff in the use of systems and programs including department-specific third-party software; tracks and inputs statistical and student data into appropriate systems, often requiring independent decision making on coding that impacts federal, state and District integrated databases, student success measures and program funding;

tracks ongoing program eligibility of students and notifies students regarding program status; prepares for review and submits statistical records and reports and may upload to third-party databases; assists in data collection for program audits.

* Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel and medical records; creates and maintains electronic and physical filing systems; responds to subpoenas and public records requests following established guidelines.

* Assists with conducting studies and analyses to identify program enhancements and/or new programs and services and to evaluate the effectiveness of current programs; utilizes third-party portals and databases to research and track student information; coordinates with other college departments regarding financial aid, tracking student work hours, payments and reimbursements; may interact with state and federal programs on behalf of the department/ program or a student.

* Reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.

* Coordinates logistics of program events, symposiums and conferences, including assisting with supporting event…