Program assistant serp_jobs.h1.location_city

Salary : $5,119.00 - $6,222.00 Monthly

Location : Main Campus 411 Central Avenue, Salinas

Job Type : Full-Time Classified

Job Number : 202400249

Division : Academic Affairs

Opening Date : 11 / 04 / 2025

Closing Date : 11 / 21 / 2025 11 : 59 PM Pacific

Description

Under general supervision, perform routine to complex administrative support in an assigned department or program; provide specialized program information, assistance and advice to students regarding college programs and services; assist students / participants with completion of program, county, state and federal applications for support; assist with student / participant screening; schedule counseling appointments; assist with program outreach; create and maintain student, program and / or department reports, records, files and databases, and track program data for grant and other funding; coordinate event logistics; process payroll, purchase orders and invoices and track budgets; perform complex scheduling and calendaring; may oversee student and hourly workers; and perform related duties as assigned.

DISTINGUISHING CHARACTERISTICS :

The Program Assistant is distinguished from the Administrative Assistant series in that the former performs duties consistent with an Administrative Assistant, in addition to supporting the assigned program.

A Program Assistant is further distinguished from a Program Specialist in that an incumbent in the latter class oversees the day-to-day operations of the program and participates in program development and enhancement.

Examples of Duties

REPRESENTATIVE DUTIES :

• Performs the day-to-day services and activities of assigned program; answers questions over the phone, virtually or at a front desk and resolves or refers questions and concerns from students, faculty, referral partners, agencies and the community regarding assigned program and services; explains program or service processes, procedures, rules and guidelines.
• Receives and inputs a variety of student, vendor or customer information into computer systems; interviews, assesses and screens potential program participants according to established guidelines; performs program intake including assisting participants to prepare forms and documentation and verifying accuracy of information with third parties.
• Verifies student initial eligibility and tracks program participation and academic progress for ongoing program eligibility, funding or reimbursement purposes; notifies appropriate students at risk of failing to make required progress; generates and reconciles reports from multiple data sources.
• Schedules students / program participants for services or provides referrals to other departments, the county or community services; oversees the distribution and tracking of a variety of vouchers; independently performs research on specific student issues and resolves routine issues.
• Staffs workshops, new student orientations and virtual meetings and provides information on department programs and services.
• Researches, collects and compiles information from a variety of sources for the preparation and completion of assigned projects and reports, including progress reports and those needed for program operations or funding; organizes and maintains records management systems.
• Organizes, maintains and updates student records, databases and files; creates and maintains electronic and physical filing systems.
• Participates with the college's marketing department to develop program marketing including preparing promotional materials and publications; participates in virtual and on campus outreach activities; updates and maintains the department or program website following established guidelines and protocols for the assigned program.
• Inputs data and prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including routing for signature, compiling detailed backup documentation and reviewing expense reimbursement requests; ensures accurate usage of accounting codes and calculates departmental billing processes; scans and routes invoices for payment; calculates budget usage and fund percentages and runs general budget reports from departmental financial systems.
• Assists with the logistics of events including event activities, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visualequipment; coordinates event logistics.
• Provides backup for assigned departments or division office administrative support staff.

As Assigned :

instructional costs by program.

Other Functions :

Typical Qualifications

Knowledge of :

Skills and Abilities to :

Supplemental Information

An associate's degree

or an equivalent combination of training and experience.

CONDITIONS OF EMPLOYMENT :

Grant Funded full-time, 12-month per year classified position on Main Campus.

Weekly Schedule : Monday - Friday 9 : 00 a.m. - 6 : 00 p.m.

Starting salary : $5,119 / monthly (Step A). The salary range 28 on the CSEA salary schedule is $5,119 - $6,222 (5Steps).

NOTE : This Program Assistant is to support the Juvenile Justice Program , which provides college opportunities to students within carceral facilities. This position plays a vital role in coordinating program activities, supporting faculty and students, and ensuring smooth operations within secure correctional environments. The selected candidate will be required to work inside carceral facilities and complete all necessary clearance processes.

The district provides health benefits, consisting of full medical, dental, and vision insurance for employees and a high percentage of coverage for eligible dependents. District-paid life, accident, and income protection insurance is provided for the employee only. Must become a Public Employees' Retirement System (PERS) member.

APPLICATION PROCEDURE

The following documents MUST be uploaded as attachments to your online application :

1) Resume

2) Cover letter

3) Unofficial College / university transcripts

Diversity Statement

The following statement MUST be completed in your online application :

Provide a statement that specifically demonstrates sensitivity to the needs of the diverse academic ,socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and the community at large.

Fostering a Culture of Care

Caring Campus, developed by the Institute for Evidence-Based Change (IEBC), is dedicated to creating a culture of care within community colleges. The objective of IEBC's Caring Campus program is to increase student retention and success. We understand that when students feel connected to their college, they are more likely to succeed academically.

At Hartnell College, we embrace the Caring Campus culture. By implementing intentional, campus-wide behavioral commitments, we enhance our existing student success initiatives and create an environment where care and support are integral.

Join us on this journey of fostering a caring environment where students thrive. Together, we can transform Hartnell College into a place where care and success go hand in hand, empowering our students to reach their full potential.

EEO Statement

Hartnell Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sex, sexual orientation, transgender, marital status, veteran status, medical condition, physical or mental disability consistent with applicable federal and state laws.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page.

01

IMPORTANT : All applicants must respond to the following questions directly. Your answers are essential for evaluating your qualifications for this position. Using "See resume," attachments, or links will not be accepted. Confirm below that you have read and understood these instructions.

02

Do you have an Associates degree?

03

Do you have three years of experience in relevant program coordination or administrative support?

04

Do you have an equivalent combination of education, training, and experience sufficient to successfully perform the essential duties of the job as those listed above? Please explain

05

I acknowledge this Program Assistant to support the Juvenile Justice Program will be required to work inside carceral facilities.

06

I acknowledge if hired I will need to complete all necessary clearance processes.

07

Diversity Statement -Provide a statement that specifically demonstrates sensitivity to the needs of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and the community at large.

Required Question