The Program Assistant, Instruction performs a wide array of comprehensive and responsible instructional administrative work for program personnel of assigned areas. Coordinates the daily administrative operations of designated area and performs a variety of essential and confidential administrative and record keeping duties; researches and compiles data for various reports; prepares a variety of documents and correspondence. Provides information and assistance to employees, students and the general public.

Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Participates in the administrative duties relating to assigned department; prepares and distributes comprehensive notices; independently composes, types, reviews and proofreads a wide variety of complex and confidential reports, letters, memoranda and statistical charts.
• Screens office and telephone calls; alternately, greets and assists guests; responds to sensitive complaints and requests for information; resolves concerns and complaints; refers inquiries as appropriate.
• Participates in the maintenance of departmental files, charts, reports, records and other data; gathers and compiles the required information as necessary; sorts and files documents and records according to standard policies and procedures; inputs various information into computer; downloads, prints, sorts and files materials as appropriate.
• Orders and maintains adequate supplies using the eProcurement process. Assists in tracking of departmental expenditures by maintaining records of travel vouchers, check requests, purchase orders and requisitions. Communicates with vendors as required.
• Operates a variety of office equipment including a phone system, copiers, facsimile machines and computers; input and retrieve data and text; utilizes various computer software programs.

Department Specific Functions: 

• Executes administrative duties for the assigned department, including but not limited to, collecting student attendance reports and grades; facilitating certificate preparation; transcribing student evaluations; and compiling class visitation logs.  
• Performs complex administrative duties within the instructional support system, including but not limited to, building course sections, entering course schedules and contract information; printing contracts and schedules; and assisting with registration and drops/withdrawals.  
• Completes student educational verifications and other documentation necessary for student certifications and/or credentialing.
• Assists business office by collecting and receipting fees for off-site students; prepares and distributes balance reports to confirm full payment. 
• Maintains a calendar of activities, meetings and various events for assigned programs; coordinates activities with other campus departments, the public and outside agencies; schedules appointments as needed.
• Takes minutes at departmental meetings; assists in the preparation of other instructional documents.

Marginal Functions:

• Receives, opens, sorts and distributes mail within the department. 
• Serves on standing and ad hoc committees and focus groups.
• Recommends improvements in workflow, procedures and use of equipment and forms. 
• Supports the college’s mission, vision, and core values by adhering to all policies and procedures.
• Participates in professional development activities and required employee training.
• May assist with registration and graduation.
• Perform other duties as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

Knowledge of:

• Organizational practices as applied to the planning, analysis, and evaluation of Instructional division programs, policies, and operational needs.
• General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Various computer software programs and networks.
• Confidentiality policies and procedures of the office and college.
• Business letter writing and report preparation techniques.
• Advanced principles and procedures of record-keeping and reporting.
• English usage, spelling, grammar and punctuation.
• Basic accounting and mathematic principles.
• Pertinent Federal, State and local laws, codes and regulations.
• Current trends, research, and development in the area of assignment.

Ability to:

• Perform administrative work involving the use of independent judgment and personal initiative.
• Interpret and adhere to administrative and departmental policies, procedures, and regulations.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations to support goals.
• Communicate clearly and concisely, both orally and in writing.
• Work independently in the absence of supervision.
• Compile and maintain confidential records.
• Independently prepare correspondences and memorandums.
• Maintain the security of confidential matters.
• Operate and use modern office equipment, including a computer.
• Work cooperatively with other departments, department officials, and outside agencies; establish and maintain cooperative working relationships with those contacted in the course of work.
• Respond to requests and inquiries from students, faculty, and staff.

Environmental Conditions:

The Program Assistant, Instruction, should have the ability to effectively handle a work environment and conditions which involve a classroom workspace while working closely with others. 

The Program Assistant, Instruction, must maintain the office environment by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

 Physical Conditions:

Essential and marginal functions may require maintaining the physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying moderately heavy materials; rapidly typing for extended periods of time. 

Maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Maintain mental capacity which permits making sound decisions, answering questions, working with numbers, demonstrating intellectual capabilities, and maintaining confidentiality where appropriate.

Scheduling Conditions:

This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm. This position generally works daytime hours, but has the potential for occasional evening or weekend hours.  

Experience: 

• Minimum of three years of prior administrative office experience required.
• Proficiency in MS Office (MS Excel and Word) and Adobe required. Experience with Colleague preferred.
• Experience in a community college or higher education environment preferred.

Training:

• Associate Degree in secretarial sciences, office administration, office technology, business administration, or a related field from a regionally accredited college or university required.