Program Assistant, Schedule Production

Definition: Under the direction of an assigned Director or Administrator, provide administrative, operational, and program-specific support to ensure a program runs smoothly.; Key duties include managing schedules and calendars, handling communications (emails, calls, minutes), assisting with event planning and logistics, maintaining program documentation, coordinating with stakeholders, and performing basic financial tasks like processing payments and assisting with tracking expenses. Distinguishing Characteristics: The Program Assistant provides direct support for a college program by answering questions and providing general guidance. It is distinguished from the Office Assistant by the decision making authority and reporting relationship.Representative Duties: Guide and assist faculty, staff, students, and the public by answering questions and providing general information regarding the program. Administrative and Clerical Tasks Answer phones, respond to emails, and act as a liaison with internal teams, external consultants, and program participants. Compose correspondence; copy, mail, and distribute materials; receive, open and distribute mail. Manage calendars, schedule meetings, and make appointments. Prepare and proofread documents, take minutes for meetings, and maintain program records and filing systems. Process invoices and payments, purchase requisitions, and help with tracking expenses. Make travel arrangements when necessary, book meeting rooms, and handle personnel or administrative forms such as payroll timesheets for program and forward for processing. Program-Specific Support Monitor progress for various program needs; distribute information and support regarding program functions. Generate reports for documentation; verify information for accuracy before submitting documentation to the supervisor for review. Collect, enter, and organize data, and maintain databases related to program activities. Gather, compile and collate statistical information and other data.Organize, establish and maintain record keeping systems for correspondence, documents, materials and other various data needs. Record and log incoming information and follow up on missing or incomplete information. Conduct basic research to support program initiatives and assist in compiling data for reports. Accept and process forms and applications requested of individuals. Provide technical guidance on regulations specific to assigned program. Provide information on policies and procedures of department/work unit activities. May provide direction and oversee work of workstudy students. Serve on a variety of District committees as requested. Participate in district all staff events including but not limited to all campus team building day, convocation, state of the college address, senior day, and graduation. Other Duties: Perform related duties as assigned. Schedule Production Option ClassCoordinate scheduling and administrative support for CPC field space and campus facilities used for external and non-academic purposes. Manage booking requests, process rental invoicing, and maintain accurate records of usage and fees. Monitor for potential scheduling conflicts and collaborate with the administrator to resolve issues efficiently. Facilitate space reservations for college community events and external meetings, ensuring smooth operations and consistent communication with stakeholders. Assist academic scheduling with schedule production, compliance checks, and system ownership (Colleague/EMS integration, MIS/320 readiness, finals calendar, caps, etc.) when necessary.