Program Assistant, Categorical

Program Assistant, Categorical

Salary: $4,830.00 - $6,834.00 Monthly

Location: Irvine Valley College - Irvine, CA

Job Type: IVC - Staff (Full-Time)

Employment in this position is contingent upon funding by Basic Needs Center

Culture of Care:

At the South Orange County Community College District (SOCCCD), we foster a Culture of Care grounded in connection, collaboration, inclusion, and service. We seek employees who contribute to a welcoming, student-centered environment and who understand the important role every position plays in advancing student success and strengthening our District community. Our employees build meaningful relationships, demonstrate empathy and professionalism, and promote a culture of belonging, engagement, and mutual respect.

Join SOCCCD and be part of a community dedicated to connection, purpose, and impact. We are seeking collaborative professionals committed to supporting students, creating meaningful experiences, and contributing to an inclusive and supportive workplace. Every employee helps shape a Caring Districtone where students, colleagues, and the broader community feel valued, respected, and empowered. If you are passionate about service and making a positive difference, we invite you to bring your talents to our team.

Application Instructions:

Complete all sections and fields on the application and attach all required documents incomplete applications may not be considered.

Include all relevant education, training, and/or experience on the application.

Do not include any personally identifiable, confidential, or otherwise unrequested information that does not pertain to job related factors (e.g., social security number, date of birth, pictures, etc.) on your application or attached documents.

For job postings with a close date, all applications received by 11:59 PM (Pacific Time) on the job posting close date, will receive consideration.

For job postings with an initial screening date, all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date, will receive priority consideration; however, typically the job posting will remain open, and continue to accept applications, until the position is filled.

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general supervision, provides word processing and other computer operation services in support of the assigned grant-funded program; performs a variety of administrative office support duties of a general or specialized nature; and provides information and assistance to students, faculty, staff, and the general public. May provide training and work direction to student workers if assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from similar classifications in that the position assigned to this class is categorically funded and not financed by District funds. The incumbent works with students and faculty to implement the activities of a grant program. Duties include assisting faculty and classified staff by performing word processing and other administrative support functions that further the goals of the grant program and support division-wide activities and duties.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Provide word processing and other computer operation services in support of the assigned grant-funded program; produce letters, manuals, syllabi, handbooks, course materials, board agendas, position announcements, and reports; create and maintain originals of documents; distribute finished materials as appropriate.

Participate in preparing a variety of required and comprehensive reports within the assigned grant-funded area.

Serve as receptionist for assigned grant-funded program; receive office visitors and answer telephone calls; provide material and information in response to requests for information related to the program; convey telephone messages; refer callers to appropriate staff for further assistance as needed.

Follow up on registration problems for the assigned grant-funded area; respond to questions and inquiries from students regarding registration guidelines and procedures.

Provide assistance to students and staff in the orientation process; attend orientation meetings, collect student paperwork, make copies of documents as necessary, and respond to questions and inquiries.

Proctor tests for students within the program; inform students of directions; maintain a quiet testing environment for students and ensure the security of test materials; maintain confidentiality of confidential and/or sensitive matters with regard to test proctoring.

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.

Design, develop, and prepare a variety of graphics, brochures, flyers, charts, and other documents utilizing desktop publishing hardware and software.

Maintain accurate and up-to-date files and records for assigned program; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.

Provide program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Current word processing, spreadsheet, and database programs, methods, and techniques.

Basic principles of business letter writing and basic report preparation.

Methods and standards used in processing College paperwork.

Principles and practices used to establish and maintain files and information retrieval systems.

Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Principles and practices of public relations.

Work organization principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

Understand, interpret, and apply general administrative and office policies and procedures.

Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.

Respond to requests and inquiries from students, staff, or the public; effectively present information in person or over the telephone to students, staff, or the public.

Proctor tests and examinations, maintaining confidentiality of information.

Use sound judgment in recognizing scope of authority.

Type or enter data at a speed necessary for successful job performance.

Compile and organize data and information.

Maintain filing systems.

Exercise good judgment in maintaining information, records, and reports.

Plan and organize work to meet schedules and changing deadlines.

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Report to work on a regular and consistent basis, as scheduled, to assigned job

EDUCATION AND EXPERIENCE GUIDELINES:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade. Completion of college-level coursework in business administration or a related field is highly desirable.

Experience :

Two years of specialized clerical or office experience, preferably involving extensive public contact.

License or Certificate:

A valid California driver's license and proof of insurability may be required for some positions to drive a District