Program Assistant, Fire Science

Central Arizona College • Central Arizona College- Signal Peak Campus - Coolidge, AZ

6d • Onsite

About The Position

Performs the full-range of specialized clerical and technical duties such as processing mail, answering phones, generating correspondence, and maintaining records in support of the assigned program; may assist in registering students, class enrollment, and attendance; may assist with purchases and orders; assists with budget and monitoring of related expenses; may assist with marketing including flyers and maintaining web pages; and assists with grant procedures and proposals as related to assigned program.

Requirements

• High school diploma or equivalent.
• Two (2) years of related experience.
• Knowledge of specific processes, policies, and procedures of office management and workflow procedures to include effective management of workload.
• Knowledge of techniques of desktop publishing used in designing program brochures, marketing materials, flyers, advertisements and newsletters pertaining to the program, and marketing practices used in promoting programs.
• Knowledge of the principles and practices of graphic design, writing and editing principles, and the practices, techniques, planning, organizing, and coordinating of multiple graphic production activities.
• Knowledge of media placement and graphic design concepts, principles and practices of marketing, basic photography, printing and placement of photographs for publishing, and media presentations.
• Skill in gathering, compiling, and presenting information in oral and/or written form.
• Skill in prioritizing, and organizing work.
• Skill in using various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g., personal computers.
• Skill in delivering customer service.
• Skill in communicating, both verbally and in writing.
• Skill in interacting with culturally diverse populations, College administrators, faculty, staff, students, and the public.
• Skill in processing a variety of financial and non-financial transactions, verify accuracy, match against documentation, code to proper account, prepare necessary forms or reports, post transactions, and reconcile and retrieve information as needed.
• Skill in developing, implementing and evaluating major publications.
• Skill in creating, composing, and editing written materials.
• Ability to work both independently and as a member of a team in accomplishing tasks.
• Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines.
• All applicants must be at least 18 years of age or older to be considered for this position.

Nice To Haves

• May assist with athletic eligibility; management of related athletic facilities; and streaming of live games.
• May assist on helpdesk; give tours; and provide breaks for coworkers.

Responsibilities

• Provides support to ensure goals and objectives of assigned program are accomplished in accordance with compliance with CAC policies and procedures and federal/state laws and regulations related to assigned area.
• Provides technical support; performs a full-range of clerical duties in support of the Department or area assigned; maintains files, records, and general office order; generates work orders for IT and Facilities; furnishes support by answering correspondence, report preparation, processing a variety of documents, and opening and distributing office mail as appropriate; handles multiple priorities and tasks simultaneously; makes decisions independently according to established guidelines; develops, maintains, and updates office procedure manuals; receives incoming telephone calls; welcomes visitors; directs callers and visitors to appropriate personnel; responds to questions and provides information to students and the public; may maintain websites, changes, and updates; schedules and assists with events and Advisory Board meetings; and may use 25Live system for scheduling rooms.
• May enter placement tools/scores; may process applications, contracts, student records, and/or forms by verifying information, entering data into computer system, securing appropriate signatures, forwarding to other departments and/or agencies for processing, and notifying students and/or employees of their status in the process of requesting additional information according to established policies and procedures; arranges for interviews; arranges for temporary accommodations for ill students; may work with other departments on related issues/accommodations; assists in implementing program related activities and special sessions; schedules seminars and workshops in support of the program or area assigned; and may be required to interact with administration, program clientele, and/or other members of the general public.
• Assists and completes hiring documents; processes assigned payroll information; processes FAAFS; monitors enrollment increases; and makes related adjustments.
• Retrieves, receives, and compiles data from several sources; compares information to verify its completeness; prepares informational and/or statistical reports detailing requisite data according to established guidelines; and organizes and transmits information electronically to other agencies and/or departments for processing.
• Tracks current budget or other fiscal data by posting and/or recording information into various computer programs; tracks and monitors office supplies/materials; processes new and/or replenishment orders; participates in developing bid requests, analyzing, and selecting vendors; makes purchases and orders necessary materials and supplies for program and office activities; gathers and compiles financial and statistical information for various reports in accordance with established guidelines; and compares data from several sources to ensure report accuracy.
• Establishes and maintains specialized databases; enters and retrieves data; ensures accuracy of database records; and creates special forms, charts, and reports using word processing, spreadsheet and database software.
• May assist the Program Director in the preparation of catalogs and brochure for promotional mailings; obtains mailing lists from appropriate sources; schedules mailing of informational materials; provides recommendations on program and/or operational modifications or changes to enhance program activities; assists in the implementation of marketing the program; assists in gathering and preparing materials for pertinent mailings/meetings such as flyers; creates agenda/takes minutes; and designs, updates, and submits web page modifications
• May enter semester schedules, changes and adjustments; oversees Department/program calendar; enters and tracks student data, attendance, and grades; maintains, updates and distributes teacher rosters; helps prepare for classes and programs; collaborates with staff or instructors; and addresses on how to proceed with certain student cases/scenarios usually on accommodations.
• May initiate, monitor, and contact students regarding background checks, drug tests, and issues specific and unique to a particular program.
• May assist with athletic eligibility; management of related athletic facilities; and streaming of live games.
• May assist on helpdesk; give tours; and provide breaks for coworkers.
• Represents the assigned program on various sponsored initiatives; shares new information and research with staff; and assists in ensuring program compliance with federal, state, local, and institutional rules, regulations, and grant requirements.
• Participates in committee assignments and the recruitment and retention of students.
• Performs other duties commensurate with functions and level of position or as assigned.

Benefits

• As a condition of employment, all full time Central Arizona College employee’s automatically become members of the Arizona State Retirement System (ASRS). This is a pension system that requires mandatory contributions from the employee with a matching contribution from the employer. The 26-27 fiscal year contribution rate is 11.98%. Please note this rate is subject to change on a fiscal year basis. Membership to ASRS is a condition of employment and is not optional unless you are at least 65 years of age and meet the opt out eligibility requirements, or are a retiree from ASRS.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED