Program Technician

About the Office of Equity and Engagement

The Office of Equity and Engagement at Southwestern College is dedicated to cultivating a District culture that advances professional learning, equitable education, leadership, collaboration, and organizational wellness. Guided by the commitment to creating an environment where every student and employee belongs, the office works to remove barriers by strengthening inclusive practices that enhance collaboration, innovation, and institutional effectiveness.

The Administrative Secretary II will support the Executive Officer of Equity and Engagement, who is a member of the College Districts Executive Leadership Team and the lead equity and inclusion strategist for the organization. Working closely with the Executive Officer, this position plays an essential role in providing strategic and administrative support to the Office of Equity and Engagement by coordinating the offices operations and helping to advance its mission of fostering an equitable, inclusive, and thriving district culture.

SUMMARY DESCRIPTION

Under direction of assigned supervisor of record, 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 assigned program or functional area; assume on-going programmatic duties and responsibilities specific to area of assignment; 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.

DISTINGUISHING CHARACTERISTICS

The Program Technician is the full journey-level technical support classification in the program support class series. Positions allocated to this class level perform the full range of technical and program support, administrative support, and complex secretarial and clerical duties independently for an assigned program or functional area requiring a broad knowledge of the assigned area. Program Technicians work on assignments of diverse scope and moderate to intermediate complexity involving evaluation of various factors. This class interacts regularly with a wide variety of people across the organization and provides strong support and problem solving to others. This classification is distinguished from the Program Assistant in that the latter typically exercises less judgment in the interpretation, application, or modification of existing procedures and methods and provides support to a less complex program area that is often in a non-academic area. Employees at the Program Technician level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EDUCATION AND EXPERIENCE

Any combination equivalent to: two (2) 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.

PREFERRED LICENSE OR CERTIFICATE
Valid California drivers license and a safe driving record may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

Knowledge of:

• Services, and activities of the functions, programs, and operations of the assigned program area.
• Goals and objectives of the assigned program.
• Work organization and office management principles and practices.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and practices used in establishing and maintaining complex and inter-related files and information retrieval systems.
• Interpersonal skills using tact, patience, and courtesy.
• Oral and written communication skills.

Ability to:

• Independently perform a full range of administrative and technical duties in support of program functions and operations.
• 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.
• Independently compose and prepare correspondence and memoranda.
• Train, lead, and provide work direction and guidance to other staff and student workers.
• Participate in the preparation and administration of assigned budgets.
• Use correct English usage, grammar, spelling, punctuation, and vocabulary.
• Plan and organize work to meet schedules and changing deadlines.
• Use sound judgment in recognizing scope of authority.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• 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 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

ESSENTIAL DUTIES

1. Perform a variety of technical, administrative, advanced clerical, and routine staff and analytical duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of assigned program or functional area; assume responsibility for specific program area duties.
2. Provide technical assistance in person, on the telephone, and/or on-line regarding assigned program area; explain application requirements and restrictions; provide information and forms.
3. 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.
4. 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.
5. 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.
6. 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.
7. Maintain website with events, publications, graphics, and other program related material.

SALARY SCHEDULE:

CSEA - Classified Bargaining Unit

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Must be able to perform the essential functions of the position with or without reasonable accommodation.

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