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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. Performs various intermediate paraprofessional duties, to include: providing customer service; scheduling appointments and booking meeting rooms, researching and responding to inquiries from College employees, students, and the general public; and providing information regarding College processes and procedures.  Daily 10%
  3. Assembles and compiles data for incorporation into reports.  Creates spreadsheets, maintains databases and reconciles invoices.  Daily 10%
  4. Prepares draft contracts, agreements, and purchase orders incorporating customized arrangements for review and approval by the program supervisor. Daily 10%
  5. Generates reports from Banner or other systems for review and approval by appropriate program supervisor.   Monitors all expenses and revenues and report compliance.  Daily 10%
  6. May assist in curriculum or program 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. Monitors and ensures the timely submission of all required documentation and reports. Provides 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.  Monitors enrollment, retention, and student completion and facilitate grade reporting process.  Daily 10%
  9. May serve as the point-of-contact for a contracted project with employers, agencies, and/or funding source.  Resolves general, procedural program related issues, concerns and questions.  Daily 10% 
  10. Conducts research for new or expanding programs to include coordinating efforts to publicize program or training activities. Monthly 10%
  11. Performs other duties as assigned.

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/Certification Requirements for some positions in this class may require:

  • None required.

Knowledge of (position requirements at entry):

  • 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
  • Records retention principles

Skills in (position requirements at entry):

  • Using computers and software application programs
  • Prioritizing work and performing multiple tasks
  • Providing service excellence
  • 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

Physical Requirements:

Positions in this class typically require: talking, hearing, seeing, repetitive motions and fine finger movements – using the fingers to manipulate/handle objects such as typing, sorting papers, activating buttons, sorting/separating small parts.

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.

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, 03/06, 11/16