CTE Program Support Specialist

San Bernardino Community College District•Yucaipa, CA

1d•Onsite

About The Position

Performs the full range of administrative and secretarial duties of a complex nature in support of assigned Career and Technical Education (CTE) programs. Supports program accreditation, scheduling, clinical affiliation agreements, regulatory compliance, and coordination with external training and licensure partners. The CTE Program Support Specialist classification is distinguished from the Administrative Assistant series classifications in that it provides direct support to regulated academic programs. In addition to general administrative duties, this role includes responsibilities related to maintaining records for accreditation and certification boards, tracking student credentialing and immunization compliance, organizing clinical rotation schedules, and liaising with certifying agencies.

Requirements

Equivalent to the completion of high school and fifteen (15) semester units of college coursework.
Four (4) years of administrative or secretarial experience, including one (1) year in support of CTE, health sciences, or public safety training programs.
In the absence of fifteen (15) semester units of college level coursework, equivalent to the completion of high school and five (5) years of administrative or secretarial experience, including one (1) year in support of CTE, health sciences, or public safety training programs.
Submit to and successfully pass DOJ live scan/fingerprinting. Cost of live-scan services to be borne by candidate.
Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement).
Tuberculosis (TB) risk assessment.

Nice To Haves

Experience supporting regulated academic programs.
Proficiency with data management and compliance systems.
Experience with administrative processes in an educational or public agency setting.
Experience with Career and Technical Education (CTE) programs.
Effective communication and customer service skills.

Responsibilities

Supports the administrator for assigned CTE programs in meeting licensure, certification, and/or accreditation requirements by coordinating documentation for regulatory and accrediting bodies.
Maintains compliance tracking systems for student onboarding requirements such as background checks, immunizations, and CPR certifications.
May assist in the coordination and scheduling of various activities and events, such as externships, skills labs, simulations, outreach, and related activities in partnership with faculty and external training sites.
Organizes and files confidential records such as student rosters, evaluations, clinical documentation, and licensure progress.
Organize and updates files related to MOUs, affiliation agreements, budgets, and compliance documentation.
Provides full administrative support to CTE program administrators for assigned programs, including calendar management, correspondence, mail processing, meeting coordination, and preparation of reports, agendas, and minutes.
Ensures timely execution of office functions and departmental projects.
Assists with budget development, purchasing, and reconciliation for specialized equipment and instructional materials for assigned programs.
Processes expense reports, travel reimbursements, and budget transfers; monitors spending and prepares financial summaries for assigned programs.
Serves as a point of contact between administrators, faculty, students, and external agencies.
Responds to inquiries, explains program policies and procedures, and communicates information via phone, email, or in person.
Facilitates communication across campus departments, clinical partners, training vendors, and licensing entities.
Supports or leads projects as assigned, using independent judgment to develop recommendations and ensure timely progress.
Coordinates meetings, including advisory board sessions, committee meetings, and administrative briefings; prepares supporting materials and tracks follow-up actions.
Prepares and tracks hiring paperwork and payroll documentation for hourly and temporary staff for assigned programs.
Monitors signatures and approvals and maintains records in accordance with District procedures.
Prepares and submits Board agenda items and related documentation for assigned programs, ensuring compliance with District timelines and legal requirements.
Formats, types, proofreads, and distributes a variety of written materials, including schedules, lists, forms, reports, and official communications.
Performs other duties related to the primary job duties.