Job Description

Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Description

SUMMARY DESCRIPTION

Under direction of the Director, Grant Program, perform a full range of technical, programmatic, administrative, secretarial, advanced clerical, and routine staff and analytical duties requiring the application of specific program knowledge and administrative, secretarial, and advanced clerical skills in support of the Workforce Development programs and services; assume on-going programmatic duties and responsibilities specific to Workforce Development programs and services; provide technical support and specialized program information and assistance to assigned administrator, faculty, staff, and students; and participate in coordinating assigned programs, projects, and services.

Qualifications

EDUCATION AND EXPERIENCE

Any combination equivalent to: two years of college with major course work in public administration, business administration, or other field related to area of assignment; AND three (3) years of increasingly responsible administrative support experience that demonstrates the ability to learn and apply policies, procedures, and other guidelines.

Additional assessment is required for Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC.(ACEI). A copy of the evaluation must be submitted with your on-line application.

KNOWLEDGE AND ABILITIES

Knowledge of:

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Basic principles and techniques of budget administration.
• Principles and techniques of business letter writing.
• Principles and practices used in establishing and maintaining complex and inter-related files and information retrieval systems.
• Principles, practices, and techniques of complex fiscal, statistical, and administrative research and report preparation.
• Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
• Interpersonal skills using tact, patience, and courtesy.
• Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Oral and written communication skills.

Ability to:

• Exercise initiative and sound judgment in solving difficult and complex administrative and technical problems within limits of authority.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Respond tactfully, clearly, concisely, and courteously to specialized requests, inquiries, issues, concerns, and needs from students, staff, or the public; effectively present information.
• Research, compile, analyze, and interpret diverse data and information and make appropriate recommendations.
• Use correct English usage, grammar, spelling, punctuation, and vocabulary.
• Plan and organize work to meet schedules and changing deadlines.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• 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 diverse racial, ethnic, disabled, sexual orientation, and cultural 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.

JOB DESCRIPTION: Program Technician (Download PDF reader) 

Duties

ESSENTIAL DUTIES

1. Serve as primary contact, liaison, and resource for assigned functions and programs with staff, students, and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary; assist students and other staff in interpreting and applying program area policies and procedures; research information related to program area policies and procedures. 
2. Verify and review materials, applications, records, and reports for completeness, accuracy, and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; collect and process appropriate information; process various applications and forms.
3. Perform a variety of special projects and assignments in assigned area including coordination of assigned program components and projects; participate in the implementation and administration of program components and or functions.
4. Plan and organize assigned program functions as well as administrative office support functions; coordinate, oversee, and evaluate the flow of office work and ensure that work is performed in a timely and accurate manner; review, update, and inform the supervisor and others of essential timelines; discuss and review calendar of events on a regular basis with assigned administrator to ensure timely coordination of office activities and status of assigned program functions and projects; develop schedules related to assigned program activities and services.
5. Prepare and proofread a wide variety of reports, letters, memoranda, correspondence, agreements, agenda items, statistical charts, and other documents and material according to established procedures, policies, and standards; type from rough draft, verbal instruction, or transcribing machine; compose correspondence independently.
6. Operate a variety of office equipment including copiers and computer; utilize various computer applications and software packages; input, maintain, and utilize data to develop reports using spreadsheet software; manage assigned database; maintain and generate reports from a database or network system; create, format, and revise charts, graphs, charts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications.
7. Utilize electronic technology in the performance of duties including, but not limited to, corresponding with others and maintaining assigned calendars, schedules, and appointments; coordinating and arranging meetings; coordinating activities with other staff members and programs; making travel arrangements; processing conference reimbursement, in-service leave forms, travel advances, travel claim forms, travel applications, and other requests.
8. Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records; assist with budget preparation and monitoring.
9. Recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.
10. Perform related duties and responsibilities as required.

Supplemental Information

SALARY SCHEDULE: CSEA - Classified Bargaining Unit (Download PDF reader)


PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

TENTATIVE TIMELINE:
July 16-August 9, 2024 - Position advertised; District receives applications August 9, 2024 - Initial screening deadline for guaranteed consideration. August 19-30, 2024 - Reviewing of applications. September 2-6, 2024 - Search Committee interviews candidates October, 2024 - Tentative employment start date pending Governing Board approval. 

Application Process:

A confirmation email will be sent once your application packet has been successfully submitted.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.

 

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

Successful candidate selected may be assigned to any of the campus sites (Chula Vista, Crown Cove, National City, Otay Mesa, and/or San Ysidro).

 

American with Disabilities (ADA):

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made as soon as practical by calling Human Resources at (619) 482-6395.

Equal Employment Opportunity:

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.


Notice of Availability of the Annual Security Report:

Southwestern Community College District is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.


Drug and Alcohol Abuse Prevention Plan (DAAPP):

More information about the DAAPP, including the Biennial report and additional resources can be found in the Drug and Alcohol Abuse Prevention Program website.

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