"Project Specialist"

Description

Project funded position, continued employment contingent upon funding.

The Project Specialist plays a key role in coordinating multiple grant-funded workforce development initiatives at Southwestern College, with a strong emphasis on supporting program operations, tracking outcomes, and fostering partnerships. One of the identified projects will include managing a dynamic summer youth program (Y.E.S. Academy) focused on career exploration, connecting students with hands-on learning opportunities and exposure to diverse career pathways. This position requires excellent time management, organizational, communication, and project management skills to ensure timely and successful implementation of grant objectives for a variety of projects.

SUMMARY DESCRIPTION

Under direction of assigned supervisor of record, provide direction for assigned projects, programs, or functional area; serve as a liaison between the program area and the general public, students, staff, and other campus and community officials and groups; develop and maintain relationships with other organizations and schools in the project, program, or functional area; perform a variety of technical and program support duties in support of the assigned project, program, or functional area; and plan, coordinate, and implement assigned operations and activities of the assigned office.

DISTINGUISHING CHARACTERISTICS

The Project Specialist is an advanced-journey level technical classification with incumbents assigned to a grant funded or limited term position. Incumbents perform a full range of project coordination duties in support of assigned project or project area including to participate in the development, implementation, and administration of assigned services and functional areas, participate in budget development and monitoring, and project area policy and procedure development and implementation. Positions at this level coordinate communication and work activities among District staff and community and business groups and partners. Assignments performed at this level require a broad knowledge of assigned project or project area and an in-depth knowledge relative to specific areas.

Qualifications

EDUCATION AND EXPERIENCE
Any combination equivalent to: two years of college with major course work in public administration, business administration, office automation, or a related field;
AND
Four (4) years of increasingly responsible experience providing technical and administrative support in a related program area.

• One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.
• If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.
• Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

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 AND ABILITIES

Knowledge of:

• Operational characteristics, services, and activities of the functions, programs, and operations of the assigned project or program area.
• Basic principles and practices of program development, administration, and review.
• Basic project and contract management principles and practices.
• Processes, procedures, and practices of budget preparation and administration.
• Principles and procedures used in complex, inter-related record keeping.
• Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.
• Interpersonal skills using tact, patience, and courtesy.

Ability to:

• Coordinate and participate in the management of assigned project, program, or program area functions and services.
• Use technical concepts and basic project management tools and techniques to effectively coordinate a project or program area and solve complex problems in creative and effective ways.
• Participate in the preparation and administration of assigned budgets.
• Perform a full range of complex and responsible program and technical support as well as difficult administrative duties involving the use of independent judgment and personal initiative.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• 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.
• 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.

JOB DESCRIPTION: Project Specialist

Duties

ESSENTIAL DUTIES

1. Coordinate all aspects of the assigned project, program, or program area; ensure compliance with all aspects of program requirements including grant requirements.
2. Assist in the planning, design, and implementation of project or project elements that support service delivery; participate in processes to define scope and schedule of services and activities; participate in implementation processes.
3. Assume responsibility for providing coordination of resources for projects or programs; determine project short and long-term needs and develop recommendations; design processes and procedures to implement, maintain, and/or manage functional area resources.
4. Participate in the development and implementation of goals, objectives, policies, and priorities for assigned projects, functions, and program areas; research, implement, and administer policies, procedures, and changing business practices and processes for assigned area; develop and maintain handbooks, forms, and related policies and procedures
5. Prepare administrative, operational, and financial reports including the preparation of conclusions, recommendations, and forecasts based on data summaries and other findings; consult with District staff and outside agencies to obtain information.
6. Assist with the budget process; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems; monitor status.
7. Participate in the grant sourcing and application processes; research grants and prepare applications for funding sources applicable to assigned projects and program area; assists in writing grant proposals.
8. Participate in coordinating assigned activities and functions with other staff, projects, and functions as well as local, state, and federal agencies/jurisdictions, business partners, and the general public; coordinate with, interact with, share knowledge, and develop collaborative relationships.
9. Manage data and information used in assigned area including to administer assigned databases; enter and modify data; generate reports; analyze user needs and modify database structure and/or format in response to user needs; train staff on use of database systems; prepare database documentation.

Supplemental Information

SALARY SCHEDULE: CSEA - Classified Bargaining Unit

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. Travel outside of the San Diego area may be required for some assignments.

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

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

TENTATIVE TIMELINE: Any application received after the initial screening deadline is not guaranteed a review.

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 required application materials are submitted by the initial screening deadline date. Required materials including a current resume, unofficial transcripts verifying awarded degree(s) and completion date, and any relevant certifications, diplomas, or licenses that demonstrate you meet the minimum qualifications of the position. Failure to submit supporting documentations may result in an incomplete application.

Applications should be completed thoroughly, and resumes will not be accepted in lieu of an application but should be attached as a supporting document. All notifications to applicants will be sent electronically to the email address provided in the application.

A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become SWCCD property, will not be returned, will not be copied, and will be considered for this opening only.

For Academic positions (only): If you do not possess the exact degree major(s) listed in the minimum qualifications section, you will need to submit an equivalency application.

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 SWCCD 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).