Position Details

Position Information

Position Title Program Assistant II (Educational Partnerships and Programs) Distinguishing Career Features

The Program Assistant II is a paraprofessional position that requires specialized knowledge of a specially funded standalone program such as those authorized by federal and state agencies, local groups, and industry partnerships. This position may be used in a partial leadership or coordinating role, or in a specialized capacity. The Program Assistant I operates at a more clerical and administrative support level. The Program Assistant II is a professional level class with more program accountability and program services involvement.

Job Description

Essential Duties and Responsibilities
Incumbents assigned to this classification are capable of performing all functions listed below, but may focus on one or more areas depending on the program.

• Serves as a college representative and liaison to local schools, community organizations, businesses and government for a specially funded standalone program.

• Schedules and conducts outreach and recruitment to targeted students, groups, schools, and community centers. Prepares detailed written program information and reports; prepares communications that include class descriptions and brochures.

• Conducts research of student and adult population demographics and interests to enhance presentations and optimize recruitment activities. Works with institutional researchers to identify and understand trends.

• Schedules, prepares, and delivers presentations and orientation to students in support of a program and to enhance students’ knowledge of processes such as registration, matriculation, and vocational training.

• Coordinates and conducts tours of the college campus. Contacts college departments to facilitate meetings with students. Identifies information needs and assembles and/or designs and produces materials suitable for public distribution.

• Coordinates special events involving speakers in support of activities and awareness of the program. Provides specialized support to activities connected with grant proposals, promoting grant provisions and opportunities to faculty, staff and students.

• Contacts students and groups to initiate communications on the College’s behalf to facilitate awareness of programs and services. Monitors courses offered by one or more programs. Verifies enrollment, reviews course completions, and designs, prepares, and issues certificates that authenticate student progress and completion.

• Maintains communication with students enrolled in the program about progress and completion.

• Monitors and maintains records of attendance and inputs positive attendance. Researches and compiles demographic and statistical data related to program participants. Monitors outcomes for grant awards. Prepares related reports.

• Provides support to the admissions and registration process. Prepares qualifying student rosters for use by counselors, admissions, and financial aid.

• Plans, develops and implements programs to enhance retention and academic achievement through various activities, cultural enhancement, social introduction, mentoring, special workshops and support that provides easy access to services such as individualized tutoring, assessments and financial aid.

• Establishes and maintains contact with schools, community and social services organizations, businesses and other agencies that are sources of students and/or referrals for specially targeted programs.

• Prepares program materials such as brochures, flyers, booklets, and announcements using desktop publishing and incorporating text with graphics and photographic images. Participates in and may conduct advertising media purchases.

• Attends internal and external meetings to represent the program as directed. May prepare and make presentations as needed.

• Maintains budget records and program files. Prepares and inputs accounting forms such as purchase orders, warehouse requests, budget and staffing requests. Receives and processes accounts payable, receives periodic printouts of financial activity and prepares summary reports. Assists in the budget development process by gathering and compiling. required information.

• Recruits and directs hourly staff, and college students serving as peer mentors. Assists in developing and coordinating training in mentoring and tutoring techniques and college preparedness advising in areas such as study skills, career exploration, financial aid and recommended courses.

• Coordinates and schedules meetings as needed and directed. Prepares schedules and informs participants, confirming dates and times. Makes travel arrangements as directed.

• Participates in a variety of campus/college, education and grantee committees and functions that promote student retention and achievement. Identifies student referrals from research and contact with financial aid, other grant-funded programs and high school recruitment staff. After initial contacts, advises students on college/campus procedures, monitors enrollment and registration and assists with solving problems. Provides functional guidance to faculty assigned to student support services programs.

• Performs in-service training for customers. For example, assists students and career network customers who are developing job search skills. In that regard, designs and implements workshops for topics ranging from job search skills, resume writing, positive work behaviors, and job retention, to problem-solving.

• Prepares periodic reports outlining program compliance and financial and statistical performance. Uses spreadsheets and other office productivity software for tables, illustrations, and background information.

• May maintain and update web site pages, using established formats and standards.

• Inputs student and financial information onto relational databases as required. Updates information and maintains data files. Accesses relational databases for business and education support to extract information and reports supporting research and special requests. Maintains confidentiality as required.

• Performs other related duties as assigned

Knowledge and Skills
This position requires a demonstrated ability to implement and support various components of one or more programs. Requires a working knowledge of assigned programs and related service development concepts including communications to targeted customers, acceptance of applications and registrations, and evaluation of program outcomes. Requires working knowledge of the office practices, procedures and equipment that facilitate customer traffic, acceptance of registrations, communications, and performance reporting. Requires working knowledge of the objectives, policies, and procedures associated with the assigned programs. Requires a working knowledge of those activities associated with financial record keeping, budget, and statistical record keeping. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and data entry onto custom data bases. Requires skills in English usage, grammar, spelling, punctuation, proofreading, and editing to prepare professional correspondence and reports. Requires sufficient mathematics skills to add, subtract, divide, multiple, and compute statistics. Must be skilled in using and troubleshooting various standard office machines, including personal computers with word processing, database, desktop publishing, and spreadsheet applications. Requires sufficient human relations skills to conduct meetings, in-service training, and employ sensitivity to diverse populations.

Abilities
Must be able to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions and special department terminology to relieve an administrator or program director of a variety of administrative detail. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using sensitivity and courtesy, and in a manner that reflects positively on the department and College. Requires the ability to maintain confidentiality of private and sensitive information. Requires the ability to work cooperatively and productively with others. May require the ability to speak and write in a second language.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Required Qualifications

The position requires an Associate’s Degree or equivalent, and 3 years of experience in an administrative or program support capacity.

Preferred Qualifications

The candidate must possess strong people, organizational, presentation, verbal and written communication skills and be able to meet the need of an office with a high level of activities, programs and grants.

Transcripts and Foreign Degrees

It is the applicant’s responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position.

A foreign transcript must be evaluated by a NACES certified agency. The web address is www.naces.org.

All qualifying educational degrees/training must be from regionally accredited colleges and/or universities.

Physical Demands

Physical Abilities
Requires sufficient ambulatory ability to reach light-weight work materials. Requires sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate
(about 60 w.p.m.); to record proceedings verbatim at a rate of 60 w.p.m., sufficient visual acuity to recognize words letters and numbers. Requires sufficient auditory ability to carry on conversations with individuals and small groups, both in person and on the phone.

Posting Detail Information

Posting Number CLS00084P Open Date 04/30/2019 Close Date 05/29/2019 Salary/Fringe Benefits

Grade 32 on District Classified Salary Schedule ($4,010-$4,819/month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employees Retirement System and Social Security.

Conditions of Employment

This is a full-time, 12-calendar month classified position.

Hours of employment are 8:00 a.m. to 4:30 p.m. Monday thru Friday.

Initial placement of employees on Classified Salary schedule is at Step 1. After six months of successful probationary employment, employee is placed at Step 2.

Employment is to be effective as soon as possible following completion of the selection process.

Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.

College/Department Profile

Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college’s district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 23,000 students. Visit Cerritos College online at http://www.cerritos.edu

The Office of Educational Partnerships and Programs is dedicated to planning and coordinating the District’s K-16 activities to support collaborative partnerships and create a positive and constructive connection with College, School Districts, and Higher Education Relations in order to best serve our students. Program and Services include the college’s Promis Program: Cerritos Complete, Teacher TRAC, Learning Communities/First Year Experience Program, Dual Enrollment Programs, Articulation, and Credit by Exam.

Special Instructions to Applicants

Letters of Recommendation Instructions:
Letters should be submitted in the “Documents Needed to Apply” Section below. Letters must be attached to your application in order for your application to be submitted successfully. Alternatively, letters can be submitted confidentially by following the instructions below.

1. If the person writing the Confidential letter of recommendation wishes to send the letter directly to the District, please have them email the letter to: careers@cerritos.edu stating on the Subject line the position title you are applying for.

2. The Confidential letter of recommendation must be received by the District by the position closing date.

3. To bypass the letter of recommendation system requirement when you submit your application, create a one sentence Word document stating that the Confidential letter of recommendation will be emailed directly to the District.

4. Upload this Word document in lieu of the Letter of Recommendation required document.

Application Procedure

Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.

Selection Procedure

Following the closing date, applications will be reviewed to ensure accuracy and completeness, and to evaluate qualifications, etc. Candidates selected for further consideration will be limited to those applicants in the competitive group who best meet the qualifications for this position. Interviews will then be conducted by a selection committee for final selection and recommendation for employment.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Cerritos College website
   • CCC Registry
   • AsiansInHigherEd.com
   • BlacksInHigherEd.com
   • CalJobs
   • careerbuilder.com
   • CCJobs.com
   • ChronicleVitae.com
   • CommunityCollegeJobs.com
   • Community College Week (ccweek.com)
   • Current/former employee
   • DiverseEducation.com
   • HigherEdJobs.com
   • IMdiversity.com
   • Indeed.com
   • InsideHigherEd.com
   • LatinosinHigherEd.com
   • LGBTInHigherEd.com
   • LinkedIn.com
   • VeteransinHigherEd.com
   • Other
2. If you chose "Other" as the recruitment source above, please type in your recruitment source here.

   (Open Ended Question)

3. * Do you have an Associate’s Degree or equivalent, and 3 years of experience in an administrative or program support capacity.(Please skip the Applicant Request for Equivalency on the next page and go to Record of Conviction page.)
   • Yes
   • No

Documents Needed to Apply Required Documents

1. Resume/Curriculum Vitae
2. Cover letter
3. Copy of Transcripts (Must show all coursework completed and the conferral date of the degree)
4. Letter of Recommendation A (Written within one year)
5. Letter of Recommendation B (Written within one year)

Optional Documents