PROGRAM ASSISTANT (Academic Senate)
Job Description
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
POSITION SUMMARY
The Program Assistant (Academic Senate) reports to the Vice President of Academic Affairs at Evergreen Valley College. The work schedule is 9 months per year; 20 hours per week; Monday – Friday; 9:30 a.m. – 1:30 p.m.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under the direction of an assigned administrator, performs a wide variety of program-related clerical, operational, and service activities related to programs serving a targeted population, where the identification of students and/or eligibility for program and the verification of continued eligibility are necessary. General supervision is provided by supervisory or management personnel. Functional direction may be provided by academic personnel.
DUTIES AND RESPONSIBILITIES
1. Assist in developing, monitoring, coordinating, and improving a specialized college, grant or categorically funded program providing supportive services.
2. Provide liaison support for students with faculty, staff, and mentors relative to program functions, goals and objectives.
3. Provide information and assistance to students and potential students regarding program requirements and services. Assist with the intake process.
4. Make recommendations on the eligibility or continued participation of students in the program, using prescribed regulations or requirements, as necessary.
5. Assist students with various college and outside agency procedures such as registration, completion of forms and documents, and identification of mentors.
6. Provide students with specific program resources such as mentors, interpreters, and tutors. Coordinate services with and refer students to other college staff, programs and to community mentors or support agencies.
7. Maintain program accounts and perform regular bookkeeping activities pertaining to the financial reporting and documenting of assigned program. Assist in developing and monitoring the program budget and expenditures.
8. Confer with students regarding academic and vocational concerns. Recommend contact with advisors, mentors, or counselors as required.
9. Collect, compile, and assemble statistical data on program activities and participation from a variety of sources for completion of forms, the preparation of various files, and activity statistics. Identify and resolve discrepancies.
10. Prepare and maintain students’ confidential records and files; compose and type correspondence, memoranda and statistical materials; assist in preparing reports and budgetary estimates; answer phones.
11. Assist in the development and dissemination of relevant program publicity.
12. Maintain a master calendar for program staff and make appropriate travel and meeting arrangements.
13. May oversee the work of student workers and program tutors.
14. Assist in the recruiting and orientation of mentors.
15. Perform other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Basic functions and programs of a community college or similar educational setting.
2. The needs and sensitivities of special and disadvantaged student populations.
3. Governmental, community and social services organizations and their functions.
4. Applicable state and federal laws, regulations and guidelines.
5. Accounting and bookkeeping methods and practices.
6. Office administrative practices and procedures including filing and the operation of standard office equipment which includes personal and on-line computers and appropriate application software.
Skills and Ability to:
1. Learn, apply and explain relevant laws, regulations, policies and procedures.
2. Handle sensitive matters with diplomacy and tact.
3. Work with a significant degree of independence in carrying out assigned duties and schedule work to effectively meet deadlines and time schedules.
4. Exercise sound judgment within established guidelines.
5. Prepare clear, concise and complete reports and other written materials.
6. Monitor and help prepare a program budget.
7. Type at a rate of speed necessary for effective job performance.
8. Apply language skills to read and interpret documents such as operating and maintenance instructions, procedure manuals and governmental regulations; write routine reports and correspondence; and speak effectively before groups of students or employees of the college.
9. Apply mathematical skills to add, subtract, multiply and divide using whole numbers, common fractions, and decimals; convert from one unit of measure to another; compute rate, ratio and percent.
10. Utilize reasoning to resolve practical problems, and deal with a variety of concrete variables in situations where only limited standardization exists; interpret a variety of instructions furnished in written, oral,diagram or schedule form.
11. Effectively communicate and interact with persons of diverse backgrounds and abilities.
12. Establish and maintain cooperative working relationships with those contacted during the course of work.
The Program Assistant (Academic Senate) reports to the Vice President of Academic Affairs at Evergreen Valley College. The work schedule is 9 months per year; 20 hours per week; Monday – Friday; 9:30 a.m. – 1:30 p.m.
This position is represented by CSEA (California School Employees Association), Chapter 363.
POSITION PURPOSE
Under the direction of an assigned administrator, performs a wide variety of program-related clerical, operational, and service activities related to programs serving a targeted population, where the identification of students and/or eligibility for program and the verification of continued eligibility are necessary. General supervision is provided by supervisory or management personnel. Functional direction may be provided by academic personnel.
DUTIES AND RESPONSIBILITIES
1. Assist in developing, monitoring, coordinating, and improving a specialized college, grant or categorically funded program providing supportive services.
2. Provide liaison support for students with faculty, staff, and mentors relative to program functions, goals and objectives.
3. Provide information and assistance to students and potential students regarding program requirements and services. Assist with the intake process.
4. Make recommendations on the eligibility or continued participation of students in the program, using prescribed regulations or requirements, as necessary.
5. Assist students with various college and outside agency procedures such as registration, completion of forms and documents, and identification of mentors.
6. Provide students with specific program resources such as mentors, interpreters, and tutors. Coordinate services with and refer students to other college staff, programs and to community mentors or support agencies.
7. Maintain program accounts and perform regular bookkeeping activities pertaining to the financial reporting and documenting of assigned program. Assist in developing and monitoring the program budget and expenditures.
8. Confer with students regarding academic and vocational concerns. Recommend contact with advisors, mentors, or counselors as required.
9. Collect, compile, and assemble statistical data on program activities and participation from a variety of sources for completion of forms, the preparation of various files, and activity statistics. Identify and resolve discrepancies.
10. Prepare and maintain students’ confidential records and files; compose and type correspondence, memoranda and statistical materials; assist in preparing reports and budgetary estimates; answer phones.
11. Assist in the development and dissemination of relevant program publicity.
12. Maintain a master calendar for program staff and make appropriate travel and meeting arrangements.
13. May oversee the work of student workers and program tutors.
14. Assist in the recruiting and orientation of mentors.
15. Perform other related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
1. Basic functions and programs of a community college or similar educational setting.
2. The needs and sensitivities of special and disadvantaged student populations.
3. Governmental, community and social services organizations and their functions.
4. Applicable state and federal laws, regulations and guidelines.
5. Accounting and bookkeeping methods and practices.
6. Office administrative practices and procedures including filing and the operation of standard office equipment which includes personal and on-line computers and appropriate application software.
Skills and Ability to:
1. Learn, apply and explain relevant laws, regulations, policies and procedures.
2. Handle sensitive matters with diplomacy and tact.
3. Work with a significant degree of independence in carrying out assigned duties and schedule work to effectively meet deadlines and time schedules.
4. Exercise sound judgment within established guidelines.
5. Prepare clear, concise and complete reports and other written materials.
6. Monitor and help prepare a program budget.
7. Type at a rate of speed necessary for effective job performance.
8. Apply language skills to read and interpret documents such as operating and maintenance instructions, procedure manuals and governmental regulations; write routine reports and correspondence; and speak effectively before groups of students or employees of the college.
9. Apply mathematical skills to add, subtract, multiply and divide using whole numbers, common fractions, and decimals; convert from one unit of measure to another; compute rate, ratio and percent.
10. Utilize reasoning to resolve practical problems, and deal with a variety of concrete variables in situations where only limited standardization exists; interpret a variety of instructions furnished in written, oral,
11. Effectively communicate and interact with persons of diverse backgrounds and abilities.
12. Establish and maintain cooperative working relationships with those contacted during the course of work.
EDUCATION AND EXPERIENCE
1. Associate’s degree or equivalent from a two-year college or technical school.
2. Six months to one year related experience and/or training.
1. Associate’s degree or equivalent from a two-year college or technical school.
2. Six months to one year related experience and/or training.
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Environment:
1. Typical office environment.
Physical Demands:
1. Dexterity of hands and fingers to operate a computer keyboard.
2. Sitting or standing for extended periods of time.
3. Hearing and speaking to exchange information in person or on the telephone.
4. Seeing to read a variety of materials.
1. Typical office environment.
Physical Demands:
1. Dexterity of hands and fingers to operate a computer keyboard.
2. Sitting or standing for extended periods of time.
3. Hearing and speaking to exchange information in person or on the telephone.
4. Seeing to read a variety of materials.
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen 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, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted.
(*See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee. 3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
San José-Evergreen 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, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted.
(*See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee. 3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
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