Program Assistant (SHORT-TERM, TEMPORARY)

Definition

SHORT-TERM, TEMPORARY STAFF POOL

This recruitment is being conducted to fill temporary assignments for the upcoming semester that can begin as soon as summer 2023. Applications for Short-Term, Temporary Staff pools are continually accepted (unless otherwise specified) by the District and will be added to the application pool for review by hiring authorities on an as-needed basis.

POSITION DEFINITION

To perform routine and specialized administrative support duties related to a specific program; to serve as the initial point of contact for program information; and to provide administrative support to the program director.

Assignment

This is a temporary, hourly position, with possible assignments located at either WVMCCD campus: Mission College, Santa Clara, CA or West Valley College, Saratoga, CA. Generally, most assignments are Monday-Friday, 8:30am-5:00pm. Hours may vary depending on departmental needs.

Salary and Benefits

$33.45 (hourly). Due to the temporary nature of this position, benefits are not included.

Examples of Duties and Responsibilities

• Perform a wide variety of routine administrative support work including filing, billing, checking, tracking, recording information on records, and processing class roster, enrollment, purchasing, payroll, and training information.
• Sort and file documents and records, maintaining alphabetical index and cross-reference files.
• May serve as initial source of information and assistance to students and program participants; answer the telephone and assist students, district staff, and the public, giving information on program policies and procedures.
• Develop and maintain spreadsheets, databases, and other automated systems; compile, verify and format information and data from a variety of sources for statistical and financial reports.
• Schedule meetings, classes, and appointments as assigned.
• Make referrals to services and programs available through other district departments/divisions and outside agencies.
• Compose routine correspondence independently; prepare a variety of contracts.
• Act as program liaison to vendors and outside organizations.
• Maintain ledger of expenses and revenues; calculate, collect, and process fees, charges, and donations; verify and process purchase orders and invoices.
• Assist with program outreach and marketing efforts by preparing and disseminating informational brochures, flyers, and other materials; may participate in outreach events such as college fairs.
• May set up classrooms or meeting rooms and prepare various materials to be used by presenters.
• May assist students with technology-related issues including basic operational issues and/or use of specialized software.
• May assist with program specific duties such as test proctoring and accommodation assistance and recordkeeping.
• Perform related duties as assigned.