Program Assistant, Categorical

Under general supervision, provides word processing and other computer operation services in support of the assigned grant-funded program; performs a variety of administrative office support duties of a general or specialized nature; and provides information and assistance to students, faculty, staff, and the general public. May provide training and work direction to student workers if assigned.

This class is distinguished from similar classifications in that the position assigned to this class is categorically funded and not financed by District funds. The incumbent works with students and faculty to implement the activities of a grant program. Duties include assisting faculty and classified staff by performing word processing and other administrative support functions that further the goals of the grant program and support division-wide activities and duties.

Provide word processing and other computer operation services in support of the assigned grant-funded program; produce letters, manuals, syllabi, handbooks, course materials, board agendas, position announcements, and reports; create and maintain originals of documents; distribute finished materials as appropriate. Participate in preparing a variety of required and comprehensive reports with the assigned grant-funded area. Serve as receptionist for assigned grant-funded program; receive office visitors and answer telephone calls;

provide material and information in response to requests for information related to the program; convey telephone messages; refer callers to appropriate staff for further assistance as needed. Follow up on registration problems for the assigned grant-funded area; respond to questions and inquiries from students regarding registration guidelines and procedures. Provide assistance to students and staff in the orientation process; attend orientation meetings, collect student paperwork, make copies of documents as necessary, and respond to questions and inquiries.

Proctor tests for students within the program; inform students of directions; maintain a quiet testing environment for students and ensure the security of test materials; maintain confidentiality of confidential and/or sensitive matters with regard to test proctoring. Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports;

collect and process appropriate information. Design, develop, and prepare a variety of graphics, brochures, flyers, charts, and other documents utilizing desktop publishing hardware and software. Maintain accurate and up-to-date files and records for assigned program; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.

Provide program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials. Perform related duties as required.

Knowledge of: Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Current word processing, spreadsheet, and database programs, methods, and techniques. Basic principles of business letter writing and basic report preparation. Methods and standards used in processing College paperwork. Principles and practices used to establish and maintain files and information retrieval systems. Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Principles and practices of public relations. Work organization principles and practices. English usage, grammar, spelling, punctuation, and vocabulary.

Ability to: Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities. Understand, interpret, and apply general administrative and office policies and procedures. Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office. Respond to requests and inquiries from students, staff, or the public;

effectively present information in person or over the telephone to students,…