Cerritos College — Program Assistant (Categorically Funded)

Program Assistant (Categorically Funded )

Salary: $49,641.72 – $59,619.36 Annually
Job Type: Full Time
Job Number: Program Assistant -ATT
Closing: 9/19/2022 11:59 PM Pacific
Location: Norwalk, CA
Department: Program Assistant -ATT
Division: Sector Navigator ATT

Description
College Profile
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college's district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 20,000 students. Visit Cerritos College online at http://www.cerritos.edu

Department Profile
The Program Assistant will work in the Advanced Transportation Technology and Energy Center (A TTE) office in the Automotive Partners building, under the supervision of the Director Advanced Transportation Technology and Energy. The ATTE Center provides support for the advancement of alternative fuels technology and renewable energy technologies. The Program Assistant independently performs a wide variety of complex administrative tasks and coordinates center activities with other campus offices and its clients. The successful candidate will be the first point of contact for the public, answer inquiries, assist with budge, coordinate training classes, and solving complex problems.

The person in this position must communicate in a professional. Courteous and efficient manner while working with faculty, staff, student, clients and the public in person, on the phone and in writing. Contacts are with administrators, staff members, and students as well as outside agencies and individuals for the purpose of explaining procedures requiring considerable knowledge of the office assignment. There may be responsibility to coordinate processes related to the programs and activities of the assigned office.

The Program Assistant will have knowledge in using a PC and a Mac, using the Microsoft Office Programs, update the centers website, use a variety of office equipment and be able to make mathematical calculation. Prepare and monitor reports based on special projects; research and analyze topics related to assigned program; develop and analyze data; organize and direct an assigned part of a program or activity on an on-going basis; and to lead others as necessary to accomplish program or functional objectives. Experience in a PeopleSoft environment and have understanding of the transportation and renewable energy sector would be an advantage. The successful candidate will have initiative and be able to work independently, will prioritize his/her work to meet deadlines, and will work efficiently with frequent interruptions.

Summary
Performs highly skilled administrative duties in support of one or more categorical and/or stand-alone programs that contain elements such as outreach, registration for courses, and targeted services to student and community groups. Participates in the work of the program director or facilitator and provides support for specific elements and day-to-day routines.

Distinguishing Career Features
The Program Assistant is a paraprofessional position that supports specially funded standalone programs such as those authorized by federal and state agencies, local groups, and industry partnerships. This position requires a demonstrated ability to implement and support various components of one or more programs, including, but not limited to facilitating, outreach and promotion of services, registration for non-credit courses and services, record keeping of funds, and preparation of specialized reports.

Job Duties
Essential Duties and Responsibilities
Incumbents assigned to this classification are capable of performing all functions listed below, but may focus on one or more areas depending on the on the program.

  • Performs outreach and recruitment to targeted students, groups, schools, and community centers. Prepares written program communications that include class descriptions and brochures.
  • Prepares and delivers presentations and orientation of students in support of a program and to enhance students' knowledge of processes such as registration, matriculation, and vocational training.
  • Contacts students and groups to initiate communications on the College's behalf to facilitate awareness of programs and services, ultimately about curriculum, majors, and certificates.
  • Monitors courses offered by one or more programs where applicable. Verifies enrollment, corresponds with students for payment of fees, reviews course completions, and designs, prepares, and issues certificates that authenticate student progress and completion.
  • Monitors and maintains records of attendance and inputs positive attendance.
  • Performs outreach and recruitment to targeted students and groups. Prepares written program communications that include class descriptions and brochures.
  • Provides support to the admissions and registration process. Prepares qualifying student rosters for use by counselors, admissions, and financial aid. May participate in student registration.
  • Establishes and maintains contact with schools, community and social services organizations, businesses and other agencies that are sources of students and/or referrals for specially targeted programs.
  • Prepares program materials such as brochures, flyers, booklets, and announcements using desktop publishing and incorporating text with graphics and photographic images.
  • Attends internal and external meetings as assigned to represent the program, sometimes in place of the department head. Compiles meeting recollections and may facilitate the meetings.
  • Maintains budget records and files. Prepares and inputs accounting forms such as purchase orders, warehouse requests, budget and staffing requests. Receives and processes accounts payable, receives periodic printouts of financial activity and prepares summary reports. Assists in the budget development process by gathering and compiling required information.
  • Receives walk-in guests and telephone inquiries from a variety of individuals. Initiates and receives telephone calls, provides information and resolves matters as appropriate, or routes calls as necessary.
  • Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes travel arrangements as directed.
  • Performs in-service training for customers. For example, assists students and career network customers who are developing job search skills. In that regard, designs and implements workshops for topics ranging from job search skills, resume writing, positive work behaviors, and job retention, to problem-solving.
  • May maintain budget records and files. Prepares and inputs accounting forms such as purchase orders, warehouse requests, budget and staffing requests.
  • May receive and processe accounts payable, receives periodic printouts of financial activity and prepares summary reports.
  • Prepares periodic reports outlining program compliance and financial and statistical performance. Uses spreadsheets and other office productivity software for tables, illustrations, and background information.
  • Inputs student and financial information onto relational databases as required. Updates information and maintains data files. Accesses relational databases for business and education support to extract information and reports supporting research and special requests.
  • May receive, handle, and store confidential or sensitive information pertaining to the College, its students, or staff. Maintains confidentiality as required.
  • May maintain and update web site pages using established formats and standards.
  • May schedule, train, and oversee student workers.
  • Maintains currency of knowledge and skills related to the duties and responsibilities.

Minimum Qualifications
Education and Experience
The position requires an Associates Degree or equivalent, and 1 year of experience in an administrative or program support capacity.

Preferred Qualifications
Experience in Peoplesoft environment, have an understanding of transportation, energy and logistics sector would be an advantage. The successful candidate will have initiative and be able to work independently, will prioritize his/her work to meet deadlines and will work efficiently with frequent interruptions.

Supplemental Information
Knowledge and Skills
Requires a working knowledge of educational programs and related service development concepts including communications to targeted customers, acceptance of applications and registrations, and evaluation of program outcomes. Requires working knowledge of the office practices, procedures and equipment that facilitate customer traffic, acceptance of registrations, communications, and performance reporting. Requires working knowledge of the objectives, policies, and procedures associated with the assigned programs. Requires a working knowledge of those activities associated with financial record keeping, budget, and statistical record keeping. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and data entry onto custom data bases. Requires skills in English usage, grammar, spelling, punctuation, proofreading, and editing to prepare professional correspondence and reports. Requires sufficient mathematics skills to add, subtract, divide, multiple, and compute statistics. Must be skilled in using and troubleshooting various standard office machines, including personal computers with word processing, database, desktop publishing, and spreadsheet applications. Requires sufficient human relations skills to conduct meetings, in-service training, and employ sensitivity to diverse populations.

Abilities
Must be able to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions and special department terminology to relieve an administrator or program director of a variety of administrative detail. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using sensitivity and courtesy, and in a manner that reflects positively on the department and College. Requires the ability to maintain confidentiality of private and sensitive information. Requires the ability to work cooperatively and productively with others. May require the ability to speak and write in a second language.

Physical Abilities
Requires sufficient ambulatory ability to reach light-weight work materials. Requires sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60 w.p.m.); to record proceedings verbatim at a rate of 60 w.p.m., sufficient visual acuity to recognize words letters and numbers. Requires sufficient auditory ability to carry on conversations with individuals and small groups, both in person and on the phone.
Licenses and Certificates
May require a valid driver's license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Salary/Fringe Benefits

Grade 30 on District Classified Salary Schedule ($4,136.81 -$4,968.28/month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employee's Retirement System that is also integrated with Social Security

Conditions of Employment
This is a full-time, 12-calendar month categorically funded position. Continued employment is contingent upon funding and the provisions of the CSEA collective bargaining agreement.
Hours of employment are:
Monday thru Friday 8:00 am to 4:30 pm
Initial placement of employees on Classified Salary schedule is at Step 1. After six months of successful probationary employment, employee is placed at Step 2.
Employment is to be effective as soon as possible following completion of the selection process.
Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, Federal Bureau of Investigation (no fee if obtained at Cerritos College Campus Police Station), produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Board Policy 2905 requires mandatory COVID-19 vaccinations as a condition of employment. The District requires all employees to submit proof of full vaccination against COVID-19, as defined by the CDC. Full policy details can be found on the website; Cerritos College – Chapter 2 – Board of Trustees. Employees may submit requests for medical or religious exemptions to the vaccine mandate for consideration. Details are available on the District's COVID-19 webpage

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.

**Please note – the District does not provide for immigration sponsorships such as H1B Visas

Application Procedures
Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.
It is the applicant's responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position. Transcripts must be from regionally accredited institutions. A foreign transcript must be evaluated by a NACES certified agency. The website address is www.naces.org.

Required Documents needed to apply

Resume/Curriculum Vitae
Cover Letter/Letter of Interest
Transcripts (Must show all coursework completed and conferral date of the degree)

3 Recommendation Letters (written w/in 1 year)

To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/3681804/program-assistant-categorically-funded

The District ensures that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, veteran status, physical or mental disability, or because he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. .jeid-37e110dcebbd8f4eb97b2a1941db6deb

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