Substitute - Program Assistant V (Temporary)

Position Summary

The Allan Hancock College Extended Campus department is accepting applications for temporary Program Assistant V, Contract Education for the Lompoc Valley Center campus.

Essential Functions and Qualifications

• Assists with the planning, developing, scheduling, and organizing the Contract Education program, including but not limited to Public Safety and Dual-Enrollment/CCAP.
• Works collaboratively with various departments and outside partners to prepare and proofread the Contract Education class schedules and related paperwork, including schedule change request forms.
• Monitors class enrollments and advises the appropriate administrator of low enrollment; prepares and processes cancellation paperwork.
• Reconciles section contact hours for adherence to course outline of record, multiple standard and unique scheduling blocks and calendars, and student attendance accounting requirements.
• Responds to inquiries from internal and external partners, including creating and distributing custom reports.
• Reviews and submits hiring paperwork for new faculty to the appropriate administrator.
• Works collaboratively with various departments including Admissions and Records, Cashiering, and Information Technology Services, to resolve admissions and registration issues.
• Provides administrative support for the Contract Education program including class fee calculations, facility rentals, faculty payroll, and budget and expense transactions, such as invoicing, billing, requisitions, purchase orders, and budget transfers.
• Prepares cost estimates and cost/benefit analysis for contract education program, including credit, non-credit, and not-for-credit courses
• Collaborates with faculty and external agencies/organizations to secure off-campus classroom space. This includes serving as liaison between off-campus sites and Contract Education to resolve various administrative issues, requesting faculty access from off-campus facilities; and maintaining keys and security alarm codes.
• Interprets and explains general district policies, practices, and procedures, and gives information related to instructional programs to the general public, faculty, staff, students, and external agencies/organizations.
• Visits off-campus sites to review facilities for Americans with Disabilities Act (ADA) compliance
• Drafts or updates and submits MOUs/contracts/agreements, including certificates of insurance, for supervisor’s review and approval.
• Under direction from the appropriate administrator, discusses rental fee cost limits with off-campus administrators.
• Performs other related functions as assigned.

Knowledge of:

• Contract Education functions, policies, procedures, and clerical operations and general college district policies;
• Standard and non-standard scheduling operations and tracking
• Student attendance accounting methods
• Office management techniques and organizational skills;
• Written business communications;
• Operation of a computer and assigned software;
• Records management; including financial records
• Correct English usage, spelling, grammar, and punctuation;
• Family Educational Rights and Privacy Act (FERPA).

Demonstrated Ability to:

• Use good judgment when interpreting and applying college regulations, policies, and procedures;
• Develop and maintain cooperative relationships with those contacted during the course of work;
• Investigate and research problems and present recommendations for solutions;
• Work independently, with minimal supervision to organize workload, establish priorities, and meet scheduled deadlines;
• Operate a computer and perform difficult technical and clerical work with speed, accuracy and great attention to detail;
• Perform a large volume of accurate mathematical calculations;
• Use technology to increase process efficiency;
• Establish and maintain accurate and complete office records and files;
• Compose correspondence independently to communicate complex information with clarity and professionalism;

Working Conditions:

• Duties are primarily performed in an office environment, at a desk, or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday.
• The incumbent will have contact, in person, in virtual meetings, by email and by phone with administrators, faculty, staff, students, external partners, and the general public.

Physical Demands:

• Typically may sit for extended periods of time.
• Operates a computer.
• Communicates in person, in virtual meetings, by email and over the telephone.
• Regularly lifts, carries, and/or moves objects weighing up to 10 pounds.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Minimum Qualifications

Education and Experience:

An associate degree and three years of relevant experience OR the equivalent to the completion of the 12th grade and four years of increasingly responsible clerical experience OR any equivalent combination of training and experience.

The successful candidate must pass a Department of Justice clearance before the start date.

Additional Information

Desired Start Date: As soon as possible, contingent upon completion of the hiring process

Salary: $26.00 per hour

Department Operating Hours: Monday-Thursday 8:00 AM–4:30 PM; Friday, 8:00 AM–4:00 PM

• A current and complete resume of education and professional experience.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Hancock College will not sponsor any visa applications.