Program Technician,Community Education Job Santa Maria area,California USA,Administrative/Clerical

Position Summary

DEFINITION: Under supervision of the appropriate administrator, the incumbent performs a wide variety of responsible, technical, and secretarial assistance to the assigned program(s) and promotes and values the mission and vision of the college.

CLASS CHARACTERISTICS: Under limited supervision, the incumbent exercises considerable independence, is expected to make decisions concerning appropriate policies and procedures of the organizational unit and give guidance to other clerical staff, including student help.

Essential Functions and Qualifications

Serves as first point of contact for students, staff and the public.

Interprets state rules, requirements and guidelines for prospective students; monitors all student compliance requirements.

Assists supervising administrator with administrative detail.

Receives, reviews, tracks and routes payroll documentation.

May prepare employment authorizations and routes notices of assignment; generates personnel action requests and extra assignment authorizations.

Coordinates graduation ceremonies; updates and prepares invitations and graduation programs; schedules pre‑and‑post planning meetings; takes and distributes notes; identifies and assigns support staff; prepares awards and name tags.

Orders books and supplies, receives, inventories, and distributes orders.

May generate and prepare student enrollment forms and certificates of completion for programs and courses.

Maintains all programmatic records; provides data for preparation of reports.

Processes and maintains state required records.

Maintains budget records and processes purchase requests and orders.

Monitors and assists with submission of training class schedules, faculty schedules, and schedule changes.

Updates and maintains program webpage and other electronic information boards related to the area program.

May attend meetings and take minutes (committees and advisory meetings).

Prepares program informational and acceptance letters/packets/brochures; assists with registration and enrollment fee vouchers; verifies information; receives and processes requests for historical data; adds registration attributes; completes override forms; maintains student and course records in compliance with district and external agency requirements.

Update and maintain FTE part‑time faculty load matrix by month/semester.

Assist with marketing courses and in‑service academies, create/update course flyers.

Create and maintain all course sign‑in sheets for positive attendance and census courses.

Process registration (register back office) for agency sponsored students.

May assist background investigators with their agency hiring needs.

May assist in validating, maintaining, and updating accurate material fees by course.

Assist with training newly hired staff.

Performs other related duties as assigned.

Knowledge of:

Office management techniques and organization skills.
Written business communications.
Word/information processing applications and production.
Records management.
Correct English usage, spelling, grammar, and punctuation.
Receptionist and telephone techniques for multi‑line phone system.
Intermediate/Advanced skills;
Microsoft Excel, Word, Outlook, Access and Publisher.

Demonstrated ability to:

Have strong public relation/communication skills.
Understand and carry out oral and written directions.
Work independently, organize workload, and establish priorities.
Learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations.
Operate computer with accuracy and speed.
Perform secretarial work of above average difficulty.
Establish and maintain office records and files.
Compose correspondence independently.

Physical Demands:

Typically may sit for extended periods of time.
Operates a computer.
Communicates utilizing appropriate mediums of correspondence and in person.
Regularly lifts, carries and/or moves objects weighing up to 30 pounds.

Working Conditions:

Duties are primarily performed in an office environment, at a desk, or at a computer.
The incumbent will experience interruptions while performing normal duties during the regular workday.
The incumbent will have contact,…

Program Technician, Community Education