Program Technician, Community Education

Allan Hancock College • Santa Maria, CA

5d • Onsite

About The Position

Under supervision of the appropriate administrator, the incumbent is to perform a wide variety of responsible, technical, and secretarial assistance to the assigned program(s); and promote and value the mission and vision of the college. 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.

Requirements

• Knowledge of office management techniques and organization skills.
• Knowledge of written business communications.
• Knowledge of word/information processing applications and production.
• Knowledge of records management.
• Knowledge of correct English usage, spelling, grammar, and punctuation.
• Knowledge of receptionist and telephone techniques for multi-line phone system.
• Intermediate/Advanced skills in Microsoft Excel, Word, Outlook, Access and Publisher.
• Demonstrated ability to have strong public relation/communication skills.
• Demonstrated ability to understand and carry out oral and written directions.
• Demonstrated ability to work independently, organize workload, and establish priorities.
• Demonstrated ability to learn and interpret specific rules, laws, and policies and apply them with good judgment in a variety of procedural situations.
• Demonstrated ability to operate computer with accuracy and speed.
• Demonstrated ability to perform secretarial work of above average difficulty.
• Demonstrated ability to establish and maintain office records and files.
• Demonstrated ability to compose correspondence independently.
• A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Nice To Haves

• An associate of science degree or higher in secretarial science or word/information processing systems or related subject matter and two years of increasingly responsible secretarial experience OR the equivalent to completion of the 12 th grade and three years of increasingly responsible secretarial experience, OR any equivalent combination of training and experience.

Responsibilities

• 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.

Benefits

• Equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

What This Job Offers

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