"Senior Program Specialist Career Technical"

Under general supervision, assists in coordinating, developing, implementing and evaluating an assigned technical or career program; oversees registration/enrollment and admissions and cohort selection processes; oversees program billing, fee collection and reimbursement; ensures program has proper instructional materials and supplies; performs advanced program management support including preparing and analyzing statistical data and program metrics; assists program director with program compliance with federal, state and District policies, rules and regulations; and performs related duties as assigned.

Essential Duties & Responsibilities

• Provides input in selecting, training and providing day-to-day lead work guidance and direction to other program staff, tutors and student aides; assigns, schedules and monitors work for complete­ness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure mandated deadlines are being met in an optimal manner; provides information and training on work procedures and technical, legal and regulatory require­ments.
• Provides input to supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values.
• Oversees and participates in the day-to-day operation and service delivery of career and technical training program activities; assists the director or program lead in coordinating training times and locations and in coordinating with instructors and faculty to create course schedules; schedules and facilitates orientations; updates course descriptions and marketing materials as needed.
• Provides technical assistance and information to students, faculty and staff regarding program eligi­bility, required documentation, processing requirements and fees; explains applications, require­ments and correct procedures for completion of forms, applications and processes and restrictions; reviews completed forms for accuracy and completeness; selects cohort participants, maintains wait lists and performs other programmatic enrollment and registration processes; performs or verifies completion of background checks and firearms clearance; tracks physical agility testing.
• Provides instructional support to instructors/faculty including preparing rosters and grading sheets, ordering materials and supplies, stocking classrooms, and ensuring that validating facilities are available; prepares and issues certificates of completion; submits training certification to certifying agency.
• Acts as a liaison with other departments and with state and federal programs on behalf of the depart­ment/program or a student; assists the director or program lead with scheduling onsite certification and vocational training programs with businesses and public safety agencies.
• Coordinates administrative processes for department hiring for staff and faculty positions including submitting requisitions and preparing hiring paperwork; creates, processes and tracks Instructional Service Agreements; coordinates full- and part-time staff and faculty payroll administrative processes including auditing time logs, calculating sick leave and ensuring conformance to work hour restric­tions; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems; performs complex and confidential records management; when assigned to the Police or Fire Academy, assists with public agency investigator requests for information following strict policies and proce­dures.
• Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may assist in grant administration.
• Oversees and participates in program tracking and data input and ensures District, state and federal guidelines are met; develops, maintains and audits spreadsheets, databases and reports; utilizes third-party portals and databases to research and track student information; coordinates with other college departments regarding financial aid, tracking student work hours, payments and reimburse­ments.
• Coordinates logistics of the Police or Fire Academy graduations and symposiums, including liaison with event participants, vendors and sponsors; works with other campus departments and facilities; orders food, materials and supplies; trouble­shoots onsite, proactively resolving issues.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

OTHER DUTIES

• Serves as a member of the Fresno/Madera Chiefs Administrative Assistants group.
• If certified, coordinates and/or proctors state and national certification testing.
• Serves as the functional specialist for program-specific electronic databases and programs including third-party systems; facilitates student, faculty and staff use of systems and programs.
• May partici­pate in program and grant admin­istration functions including grant writing, collecting program data, budget monitoring and generating performance reports.
• Coordinates program marketing including preparation and production of promotional materials, invita­tions and publications; updates and maintains department or program website and social media accounts.
• Assists with internship, clinical hours and/or job placement activities and placements of program completers.
• Represents the District and participates in state and national program training and development and professional group meetings; stays abreast of new trends and innovations in the program and grant area.
• Maintains and purchases inventory and supplies.
• Performs related duties as assigned.