Program Assistant - Career Technical

Program Assistant - Career Technical

Salary: $57,116.00 - $70,245.00 Annually

Location: Districtwide, CA

Job Type: Permanent

Division: DO Personnel Commission

Job Number: 2026004

Closing: 1/28/2026 11:59 PM Pacific

Under general supervision, performs routine to complex administrative support in an assigned occupational, technical or career program or public safety academy; assists students and the public with admissions and specialized program information; performs complex scheduling; assists with processing reimbursements to the college for work performed; schedules appointments; oversees complex data entry, tracking and reporting processes; coordinates event logistics; and performs related duties as assigned.

• Answers new and current student questions regarding program requirements including clarification of enrollment requirements, course sequencing and department processes/procedures; responds to questions and complaints over the phone or at a public counter; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned programs and services.
• Assists students with understanding and completing matriculation requirements, applications and/or forms; assists students with program application and enrollment, attending orientation and workshops, registration and researching and accessing course, transfer and career materials; screens student needs for counseling or refers to other campus or community resources.
• Answers student questions regarding program eligibility, policies, procedures, programs and services; verifies students eligibility and updates and maintains program eligibility lists and wait lists; tracks program participation for funding or reimbursement purposes; sends correspondence and reports to students.
• Maintains a variety of standard and complex office and specialized records and files; creates and maintains spreadsheets and databases to track student cohorts and rotations, activities and services; assembles and distributes course materials for participants.
• Extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and district-required data and prepares for submission or reporting.
• Accepts and processes payments for services, applications or courses; creates, submits and tracks requisitions and payments; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
• Assists with staff and faculty hiring processes including submitting requisitions and scheduling and preparing hiring paperwork; creates, processes and tracks Instructional Service Agreements; assists with full and part‑time staff and faculty payroll including time logs, calculating sick leave and ensuring conformance to work hour restrictions; ensures accurate usage of funding codes and calculates departmental/program billing.
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with college and department requirements; prepares standardized contracts and rental agreements for signature and approval;
  
  routes documents for signature.
• As assigned, provides day‑to‑day lead work guidance and direction to student aides and/or student interns; assigns, schedules and monitors work for completeness, accuracy and conformance with district, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in…