Program Assistant, Advancement and Development

Hartnell Community College • Salinas, CA

1d • Onsite

About The Position

Under general supervision, the Program Assistant provides routine to complex administrative support and specialized assistance for an assigned department or program. The position provides information and guidance to students and participants, assists with applications and program intake, screens participants, schedules services, supports outreach, and maintains records, reports, files, databases, and program data used for grant and funding purposes. Duties also include event coordination, payroll and purchasing transactions, budget tracking, scheduling, and providing administrative backup. Depending on assignment, the position may oversee student or hourly workers and perform specialized program functions.

The position supports day-to-day program services, answers questions from students and other community members, explains program procedures, verifies eligibility and participation, tracks academic progress, prepares reports, organizes records, and coordinates referrals. It may support marketing and outreach, maintain program websites or social media, arrange facilities and events, and provide administrative support to faculty and staff. Assigned duties may also include assisting with disability accommodations and assistive technology, veteran education benefits, faculty load planning, payroll, and contract preparation.

This is a regular, full-time, 12-month classified position based at the Main Campus. The weekly schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional evening and weekend hours may be needed for college events and programs. Flexible scheduling or overtime may be available subject to departmental needs, District policies, and prior approval. Starting salary is $5,237 per month, with a stated range of $5,237 to $6,366 monthly. The District provides employee health benefits, employee-only life, accident, and income protection insurance, and requires membership in PERS.

Requirements

• Associate's degree and three years of experience in relevant program coordination or administrative support, or an equivalent combination of training and experience.
• Knowledge of modern office practices, procedures, and equipment, including computers and applicable software.
• Knowledge of customer service and community outreach principles, practices, and techniques.
• Knowledge of program goals, objectives, policies, procedures, and practices relevant to the assignment.
• Knowledge of resources available to students and participants, including college, governmental, community, and social service organizations.
• Knowledge of common issues and challenges facing a diverse community college student population.
• Knowledge of student recordkeeping practices and procedures and of interpreting input and output data.
• Knowledge of payroll and general accounting systems, practices, and procedures.
• Knowledge of basic research methods and analysis techniques and sound business communication, including correct English usage.
• Knowledge of applicable laws and regulations, including FERPA; as assigned, knowledge of disability accommodation laws and assistive technology, or regulations governing veterans' education benefits.
• Ability to provide customer service in person and by phone and communicate information accurately and effectively.
• Ability to apply and explain applicable laws, rules, regulations, policies, and procedures.
• Ability to implement program services, organize work, set priorities, and take initiative.
• Ability to track and report statistics using complex spreadsheets and databases, perform mathematical calculations, and assist with budget monitoring.
• Ability to maintain confidentiality of college and student records.
• Ability to analyze situations and make procedural decisions without immediate supervision.
• Ability to communicate effectively orally and in writing and prepare clear, comprehensive written materials with limited instructions.
• Ability to operate a computer and standard business software.
• Ability to use tact and diplomacy with sensitive, complex, and confidential student issues.
• Ability to establish and maintain effective working relationships and demonstrate sensitivity to the diversity of community college students and staff.
• As assigned, ability to learn faculty load calculations and faculty contract preparation.

Nice To Haves

• Experience with donor CRM software or donor management software.

Responsibilities

• Perform day-to-day services and activities for the assigned program and answer questions from students, faculty, referral partners, agencies, and community members.
• Explain program processes, procedures, rules, and guidelines, and resolve or refer questions and concerns.
• Receive and enter student, vendor, or customer information into computer systems; conduct interviews, assessments, screening, and program intake.
• Help participants prepare forms and documentation and verify information with third parties.
• Verify initial student eligibility and track participation and academic progress for continued eligibility, funding, or reimbursement.
• Notify students at risk of failing to make required progress and generate and reconcile reports from multiple data sources.
• Schedule participants for services, provide referrals, oversee voucher distribution and tracking, and research and resolve routine student issues.
• Staff workshops, new student orientations, and virtual meetings and provide information about department programs and services.
• Research and compile information for projects and reports, including progress and funding reports, and maintain records management systems.
• Organize and update student records, databases, and physical and electronic filing systems.
• Assist with program marketing, prepare promotional materials, participate in outreach, and maintain program websites according to established guidelines.
• Enter data and process purchase requisitions, purchase orders, check requests, invoices, and expense reimbursements; verify documentation and accounting codes.
• Calculate budget usage and fund percentages and run budget reports from departmental financial systems.
• Coordinate event logistics, including activities, facilities, setup and cleanup, food, supplies, and audio-visual equipment.
• Provide backup administrative support to assigned departments or division offices.
• As assigned, supervise DSP&S Lab activities and students using lab equipment, operate assistive devices, determine accommodation and funding eligibility, maintain social media, coordinate room and facility use, and participate in outreach events, field trips, and campus tours.
• As assigned, maintain personnel and payroll timekeeping records, take meeting minutes, arrange travel, assist with instructor load planning and FTEs, verify faculty load and schedule information, prepare payroll information for contracts, distribute contracts, and monitor instructional loads and costs.
• Serve on assigned committees and provide administrative support for committee meetings.
• Perform other related duties as assigned.

Benefits

• Full medical, dental, and vision insurance for employees.
• A high percentage of medical, dental, and vision coverage for eligible dependents.
• District-paid life, accident, and income protection insurance for the employee.
• Membership in the Public Employees' Retirement System (PERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree