Community Education Program Specialist, Categorical

SUMMARY DESCRIPTION

Under direction from the assigned administrator of the Community Education Department, performs a full range of administrative, programmatic, public and customer services, secretarial, and clerical assistance duties in support of the Community Education Department; plans, directs, and coordinates the operational activities of the Community Education program including coordination of program development and contract administration processes; coordinates and publicizes programs and activities of the department; and provides highly complex staff assistance to the Community Education Department administrator.

REPRESENTATIVE DUTIES

Participate in the administration of the assigned Community Education office; provide responsible and complex programmatic, public and customer services, secretarial, and administrative support and assistance, relieving the supervisor of a wide variety of clerical, technical, administrative, and programmatic detail; assist in organizing functions and activities of the Community Education program area including the development, budgeting, contracting, implementation, and scheduling of career and community educational classes and workshops; establish schedules and methods for program and instructor review. Coordinate, supervise, and participate in the Community Education registration process; process Community Education student registrations, transfers, and cancellations; review registrations for class conflicts; receive fees and issue receipts; evaluate and approve/deny refund requests; audit daily registration forms and computer spreadsheets; verify cash, check, and bank card postings; collect, closeout, and account for monies; reconcile and prepare funds for deposit. Assist in the selection of courses and instructors to be offered through Community Education; review and consider course proposals; negotiate, prepare and implement instructor contracts; follow-up on signatures as necessary. Participate in the development and coordination of a marketing plan in response to department and community needs; participate in the design and development of tools and strategies to market department programs and services cost effectively. Oversee and participate in the production of the Community Education schedule of classes including content, course descriptions, editing, layout, and design of publication; coordinate and perform hands-on production of brochure using desktop publishing computer software; establish production schedules; coordinate printing and mail distribution; deliver brochures to offsite locations as necessary. Estimate brochure production costs; resolve brochure design problems; determine and secure appropriate brochure artwork; submit file to printer using appropriate digital requirements; oversee quality control including to review and approve brochure blue-line and color-key and to attend and sign-off at press checks. Manage the independent Community Education web page; enter, proofread, and edit data on website; process 24-hour e-commerce Internet registrations. Monitor, resolve problems, and provide support for computer internet programs offered by Community Education; oversee online internet educational vendors; provide information and assistance to contractor; process payment to contractor. Work with staff members to determine the financial and dynamic viability of courses including the addition and cancellation of classes and scheduling facilities as needed. Provide assistance to Community Education contractors; order audio visual equipment; order books, supplies, and materials; prepare work orders; schedule classes; prepare class change notices. Participate in the orientation and training of new employees when assigned; assign, schedule, train, and provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy. Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial data, recommendations, and alternatives as requested; complete reports including participation in the preparation of annual administrative reports on the operations of Community Education Department; verify and review forms and reports for completeness and conformance with established regulations and procedures. Input financial transactions; process purchase orders, refunds, and instructor payments; deposit revenues; reconcile records and reports; complete financial summaries and year-end reports. Coordinate and oversee specialized functions or projects independently, as assigned; assure that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations, suggestions, or information as appropriate. Answer telephones and respond to questions and requests for information from staff, contractors, and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary. Serve as liaison between assigned supervisor and staff, students, contractors, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary. Assist supervisor in the preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; assist in resolving budget issues and problems; process budget/expense transfers; recommend budget revisions. Compose correspondence independently; prepare preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff grievances and complaints, for administrator’s approval. Format, type, proofread, duplicate, and distribute correspondence, notices, lists, forms, memoranda, and other materials according to established procedures, policies, and standards; enter, proof, and edit data in specialized systems including registration system. Establish and maintain a variety of complex, interrelated filing systems; establish and maintain files for information, records, and reports. Receive mail and identify and refer matters to the administrator in order of priority. Utilize various computer applications and software packages; maintain and generate reports from a database or network system. Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine. Perform related duties as required.

QUALIFICATIONS

Knowledge of: Operational characteristics, services, and activities of the functions, programs, and operations of the assigned Community Education program. Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment. Work organization and office management principles and practices. General techniques used in public information, public relations, marketing, and advertising. Principles and practices of desktop publishing. File formats, file transfer protocols, file compression principles, and computer-to-plate technologies. Printing quality control principles and practices. Basic website development, design, and management principles and practices. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. Processes, procedures, and practices of budget preparation and administration. Principles, practices, and procedures of business letter writing. Principles and procedures used in complex, inter-related record keeping. Principles and practices used to establish and maintain files and information retrieval systems. Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation. Statistical procedures and mathematical concepts. Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. 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.

Ability to: Understand the organization and operation of the assigned Community Education program as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. Perform responsible and difficult administrative and programmatic duties involving the use of independent judgment and personal initiative. Oversee and participate in the management of the administrative functions and operations of the assigned office. Plan, organize, implement, and coordinate the logistics for a variety of Community Development courses, workshops, special events, and production of materials and brochures. Establish, review, and revise office work priorities. Gain cooperation through discussion and persuasion. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Submit publications to printers in various file formats. Use sound judgment in recognizing scope of authority. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public. Type or enter data at a speed necessary for successful job performance. Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. Participate in the preparation and administration of assigned budgets. Use correct English usage, grammar, spelling, punctuation, and vocabulary. Research, compile, analyze, and interpret data. Prepare a variety of clear and concise administrative and financial reports. Implement and maintain filing systems. Independently compose and prepare correspondence and memoranda. Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. Plan and organize work to meet schedules and changing deadlines. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. Understand and use desktop publishing software in conjunction with word processing and graphic design layout to prepare Community Education publications. 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 independently and effectively in the absence of supervision. 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

Education/Training: Equivalent to two years of college level course work or specialized training in communications, journalism, public relations, public administration, business administration, secretarial science, or a related field. Experience: Three years of increasingly responsible experience as an administrative assistant or secretary, preferably in an educational environment, including some experience in a lead capacity. License or Certificate: A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.