Program Assistant - Student Services

Program Assistant - Student Services

Salary: $57,116.00 - $70,245.00 Annually

Location: Districtwide, CA

Job Type: Permanent

Division: DO Personnel Commission

Job Number: 2026060

Closing: 9/8/2026 11:59 PM Pacific

Under general supervision, performs routine to complex administrative program implementation support requiringprogram-specific knowledge; oversees the daily operations of astudent resource office or center; assists with student screening and 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; and performs related duties as assigned.

• Oversees and assists with the day-to-day operation of an academic or student services office or program; coordinates,assigns and participates in front-desk coverage or delivery ofprogram services; answers, screens and refers telephone calls and visitors; resolves 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 completingmatriculation requirements, applications and/or forms; assists students 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 student needs for counseling and schedules student counseling appointmentsor refers to other campus or community resources.
• Answers student questions regarding program eligibility,policies, procedures, programs and services; verifies student eligibility and tracks program participation for funding orreimbursement purposes; sends correspondence and reports to students; responds to questions and complaints over the phone or ata 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; assists in data collection for program audits.
• 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 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; makescommittee and department meeting arrangements including the preparation and distribution of agendas and supporting documents;takes and transcribes meeting minutes; may track completion ofaction items.
• 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; calculatesbudget usage and fund percentages; tracks multiple funding sources;may participate in grant administration functions includingcollecting basic program data and generating performance reports.
• Drafts, formats, types, proofreads, edits and printscorrespondence, forms, reports, schedules, rosters, and statistical and technical documents including reports, manuals and other documents 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 department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature.
• Demonstrates sensitivity to and understanding of historicallyminoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

• Provides backup…