Program Specialist - Career Technical

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.

Participates in the day-to-day operation and service delivery of career and technical training program activities; provides 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; verifies student eligibility and updates and maintains program eligibility lists and wait lists; tracks program participation for funding or reimbursement purposes; sends correspondence and reports to students; responds to questions and complaints over the phone or at a public counter.

Supports instructors/faculty including ordering materials and supplies, stocking classrooms, providing technical support and ensuring that facilities are available; assists with the preparation and issuance of certificates of completion.

Assists with staff and faculty hiring processes including submitting requisitions and preparing employment paperwork; processes and tracks Instructional Service Agreements; assists with full- and part-time staff and faculty payroll processes including processing for approval and categorizing pay according to departmental/program billing accounts.

Serves as the functional specialist for program-specific electronic databases and programs; facilitates and trains new students, Counselors and staff in the use of systems and programs including department-specific third-party software; tracks and inputs statistical and student data into appropriate systems, often requiring independent decision making on coding that impacts federal, state and District integrated databases, student success measures and program funding; tracks ongoing program eligibility of students and notifies students regarding program status; prepares for review and submits statistical records and reports and may upload to third-party databases; assists in data collection for program audits.

Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel and medical records; creates and maintains electronic and physical filing systems; responds to subpoenas and public records requests following established guidelines.

Assists with conducting studies and analyses to identify program enhancements and/or new programs and services and to evaluate the effectiveness of current programs; 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; may interact with state and federal programs on behalf of the department/ program or a student.

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 partici­pate in grant admin­istration functions including basic grant writing, collecting program data and generating performance reports.

Coordinates logistics of program events, symposiums and conferences, including assisting with supporting event participants, vendors and sponsors; works with other campus departments and facilities; orders food, materials and supplies; trouble­shoots onsite, proactively resolving issues.

Participates in in-reach and marketing services to students; prepares and produces promotional materials, invita­tions and publications; updates and maintains department or program website and social media accounts.

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

1. If certified, coordinates and/or proctors state and national certification testing.
2. May assist with internships, clinical hours and/or job placement activities and placements of program completers.
3. May provide basic first aid and be required to call emergency responders.
4. 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.
5. Maintains and purchases inventory and supplies.
6. Performs related duties as assigned.

Employment Standards / Minimum Qualifications


KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:

1. Program/department services, goals, objectives, policies, procedures and practices.
2. Modern office practices, procedures and equipment including advanced knowledge of computers and applicable software programs.
3. General principles, practices and techniques used in customer service, public relations and community outreach.
4. Policies and procedures of a cohort college admissions and registration process.
5. District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
6. District payroll and general accounting system operations, practices and procedures.
7. College and District organization, rules, policies and procedures applicable to departmental and division operations.
8. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
9. District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting; basic grants administration.
10. Basic research methods and analysis techniques.
11. Applicable sections of the California Education Code, the Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student records.
12. Safety policies and work practices applicable to the work being performed.
13. Basic principles and practices of employee work guidance and direction.
14. Personnel Commission Rules, Board policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
15. Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.

When Assigned to the Police Academy

1. Basic knowledge of Peace Officer Standards and Training (POST) and Standards for Corrections (STC) policies, procedures, rules and regulations necessary to determine student course eligibility, records management and District program compliance.
2. Basic knowledge of POST TMAS (Testing Management and Assessment System) testing program and related test security and scoring protocols.

When Assigned to Health Services Programs

1. HIPAA regulations as they pertain to client information and medical records.

Skills and Abilities to:

1. Assign and review the work of assigned staff.
2. Assist in the planning and implementation of programs and activities in assigned program or department.
3. Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
4. Set priorities and exercise sound judgment within areas of responsibility.
5. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agree­ments, presentations and other written materials.
6. Track and report statistical information utilizing complex spreadsheets and databases.
7. Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
8. Maintain confidentiality of District and student files and records.
9. Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
10. Communicate information accurately and effectively; understand requests for information or assist­ance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
11. Operate a computer and use standard business software.
12. Exercise tact and diplomacy in dealing with concerned people and sensitive, complex and confidential student issues and situations.
13. Establish and maintain effective working relationships with all those encountered in the course of work.

EDUCATION AND EXPERIENCE

An associate degree and one year of work experience in the assigned program area or in student services support; or an equivalent combination of training and experience.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS

A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program may be required in some assignments.

When assigned to Health Services programs,

• A valid CPR certification is required within three months of hire or appointment.
• First Aid Mental Health Certificate within six months of hire or appointment.

When assigned to the Police Academy:

• Successful completion of a comprehensive background investigation including a review of employment history, criminal conviction record, credit history, non-use of intoxicants and/or other controlled substances is required.
• Required to be a member of the California Association of Police Training Officers Association.
• Additional POST certifications may be required as needed.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand and stand for long periods; and lift up to 10 pounds and occasionally up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work under typical office conditions subject to frequent public contact, interruption and intermittent exposure to individuals acting in a disagreeable fashion.

The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

Assessment Process


APPLICATION SUBMISSION
To move forward in the selection process, you must complete an online application through our web site at http://www.schooljobs.com/careers/scccd. Please attach to your application copies of your degrees or transcripts (must include when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

APPLICATION REVIEW AND ASSESSMENTS
The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

The assessment process will include a competency assessment (40% weight) and an oral interview assessment (60% weight). Of those achieving a passing score on the competency assessment, only the most qualified candidates will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessment section.
TESTING TENTATIVELY SCHEDULED FOR:COMPETENCY ASSESSMENT: OCTOBER 29, 2026 ORAL INTERVIEW ASSESSMENT: NOVEMBER 17 - 19, 2026
The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

ELIGIBILITY LIST
Only the most qualified applicants who achieve a passing score on the assessment will advance to the next phase of the recruitment process. Candidates who pass all components of the assessments will be placed in rank order on a districtwide Open-Competitive List. Using the same process, a separate districtwide Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies in this classification districtwide for at least six (6) months. The current vacancy is with Fresno City College in the Health Services department.

PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT.VERIFICATIONS OF EMPLOYMENT WILL BE COLLECTED IF AN OFFER IS MADE.
ACCOMMODATIONS
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

SCCCD is an equal opportunity employer committed to fostering innovation and inclusivity. We respond proactively to the diverse needs of the community and welcome individuals excited to join our District's purpose to support student success both locally and globally. United, we the faculty, classified professionals and administrators pledge to treat all applicants and employees fairly and equitably.



To apply, visit https://www.schooljobs.com/careers/scccd/jobs/5487215/program-specialist-career-technical je-c0aa008dc4e841a494437aeade7658c0