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Administrative & Staff Job Classifications

Class Specification Title: Program Assistant

Series: Program Coordination - Program Coordinator

Levels in series: 1 | 2 | 3 | 4 | 5 | 6 | 7

BAND

GRADE

SUBGRADE

FLSA STATUS:

B

2

3

Non-exempt

CLASS SUMMARY

The Program Assistant is the second level of a seven level program coordinator series.   Incumbents perform work in support of multiple or complex programs requiring advanced level assignments and independent judgment. This classification is distinguished from the Assistant Program Coordinator by its additional requirement for broad knowledge of operating procedures of the program they support and the requirement to apply judgment and make decisions for the functions/processes for which they are accountable.  The Program Assistant is distinguished from the Program Coordinator, which is responsible for performing professional level duties to ensure the goals and objectives for a specific program are accomplished in accordance with priorities, funding limitations and program specifications.

TYPICAL CLASS ESSENTIAL DUTIES

These duties are a representative sample; position assignments may vary.

  1. May serve as lead to staff to include assigning and monitoring work and providing direction. Daily 10%
  2. Performing various intermediate clerical duties, to include: providing customer service; typing and word processing researching and responding to inquiries from College employees, students, and the general public; and providing information regarding College processes and procedures.  Daily 10%
  3. Assembling and compiling data for incorporation into reports.  Creating spreadsheets, maintaining databases and reconciling invoices.  Daily 10%
  4. Preparing draft contracts, agreements, and purchase orders incorporating customized arrangements for review and approval by the program supervisor. Daily 10%
  5. Preparing draft revenue/expense budget for cost-recovery activities and related services for review and approval by appropriate program supervisor.   Monitoring all expenses and revenues and report compliance with a cost-recovery budget.  Daily 10%
  6. Assisting in curriculum development activities; researches and develops a draft of findings or arranges for curriculum development through established College processes for credit and non credit instruction. Daily 10%
  7. Monitoring and ensuring the timely submission of all required documentation and reports. Providing orientation to project staff, students, and participating parties.  Daily 10%
  8. May coordinate registration/enrollment of students into programs/courses and serve as contact for project staff and students.  Monitoring enrollment, retention, and student completion and facilitate grade reporting process.  Daily 10%
  9. Serving as the point-of-contact for a contracted project with employers,  agencies, and/or funding source.  Resolving general, procedural program related issues, concerns and questions.  Daily 10% 
  10. Conducting research for new or expanding programs to include coordinating efforts to publicize program and training activities. Monthly 10%
  11. Performing other duties of a similar nature or level.  As Required

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

  • Not applicable.

Training and Experience (positions in this class typically require):
Associate’s Degree in a related field and three years of program support experience related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing Requirement (positions in this class typically require: None required.

Knowledge (position requirements at entry):

Knowledge of:

  • Issues, processes and procedures pertaining to area of assignment
  • Applicable computer programs and equipment
  • Record keeping principles
  • Instructional principles and techniques
  • Customer service, public relations and marketing principles

Skills (position requirements at entry):

Skill in:

  • Using computers and software application programs
  • Prioritizing work and performing multiple tasks
  • Providing customer service
  • Working with various types of individuals
  • Compiling and analyzing data and preparing a variety of reports
  • Monitoring expenses and revenues of a cost-recovery budget
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, and the general public sufficient to exchange or convey information and to receive work direction

Physical Requirements:

Positions in this class typically require: crouching, reaching, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents may be subjected to work space restrictions, intense noises and travel.

NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:
Prepared by Human Resources Date: 02/02
Revised by Human Resources: 03/03
Revised by Human Resources: 03/06