Program Assistant

Posting Details (Default Section)

Position Title Program Assistant (Welcome and Connect Services)
Special Instructions to Applicants
Note: New employees will be placed at the first step which is $56,424 per year, second step $59,268 per year or third step at $62,268 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $68,724 per year is reached on the salary schedule.

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers. Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Diablo Valley College
Posting Number 0002142
# of Openings 1
Range 52
Salary YEARLY: $56,424, step 1 - $68,724, step 5 (see special instructions for initial placement)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration:
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday - Friday, 8am - 5pm

Shift Differential %
# of Months 12
Non-work Periods:
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D8010-Outreach/Enroll Mgmt & Matric
Position Definition
To schedule and provide a variety of college services for assigned programs in order to attract, retain and support a diverse population of students; and to provide administrative support to assigned student services programs.

Distinguishing Characteristics
Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Performs a variety of administrative support functions to assist in coordinating a student services program on assigned campus.
Prepares correspondence, memos and statistical materials; answers phones.
Compiles data from a variety of sources for statistical reports, student data reports, student records and files, or material requested by the District and State Chancellor's Office for the purpose of complying with financial and legal program requirements.
Reviews applications or other program documents to determine acceptance.
Processes eligibility and services for categorical programs in compliance with Title 5 regulations.
Awards and disburses support services (e.g. book vouchers, meal tickets, grants, etc.).
Arranges, schedules and assists in the development of training programs for faculty, staff and managers; assists faculty as needed in providing information on specific programs or areas.
Assists students with navigating college processes as appropriate for assigned program; assists students in utilizing the services of the college and outside agencies; provides referral to auxiliary resources.
Assists in the preparation of presentations, written information and other resource materials concerning available college and community services and programs.
Assists in the development and performs delivery of workshops, activities and special programs to provide or promote access to and increased awareness of available student support services and programs; coordinates logistics, scheduling and participant communications.
Coordinates with other departments and/or external vendors to arrange for support equipment, materials and services.
Prepares and maintains records and files related to student contacts and the provision of services.
Participates in and facilitates special events and activities as needed.
Establishes appropriate linkages to special populations or community groups served; promotes program through participation in outreach and associations with high schools, middle schools or other local, regional or national organizations.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Two (2) years of experience performing responsible administrative duties in a related program.

EDUCATION / LICENSE OR CERTIFICATE
Possession of a high school diploma/ GED or the equivalent plus additional coursework in a field related to the area of assignment.

CONDITION OF EMPLOYMENT
Must not have any unresolved financial issues with the U. S. Department of Education that would prohibit the ability to obtain National Student Loan Data System ( NSLDS ) access immediately.

Minimum Qualification-Knowledge Of
Policies and regulations related to a specific student services program.
Applicable laws and statues governing access to public programs and services.
Modern office procedures, practices and technology/equipment.
Philosophy and objectives of students services programs.
Problems encountered by students supported.
English usage, grammar, spelling, punctuation and vocabulary.
Basic statistical compilation and other record keeping methods and procedures.
Modern software applications (Microsoft Office Suite, etc.).

Minimum Qualification-Skill To
Minimum Qualification-Ability To
Assist students in identifying concerns and problems and suggest appropriate alternatives to resolve those concerns.
Prepare and maintain a variety of records, reports, and confidential materials related to students.
Schedule and perform a variety of support functions pertaining to assigned student support program area.
Understand and carry out verbal or written instructions.
Communicate effectively, both orally and in writing.
Work independently and exercise good judgment in performing assigned duties.
Keyboard with accuracy.
Establish and maintain effective working relationships with those contacted in the course of performing required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications
Job Open Date: 03/18/2025
Job Close Date: 04/14/2025
Open Until Filled No
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency www.naces.org prior to the implementation of the equivalency process. You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date. The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf

POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program. This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job. There is no charge for this service. Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended. The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker. If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to slever@4cd.edu. For administrative purposes, requests must be made at the time of application.

COVID-19 Information
Quicklink https://www.4cdcareers.net/postings/11208
Diversity Statement
It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please tell us how you meet the minimum qualification of: Two (2) years of experience performing responsible administrative duties in a related program.
   (Open Ended Question)
   
2. * Please describe your personal approach to delivering high-quality customer service. Include specific strategies you use to address customer needs, resolve issues, and ensure a positive experience.
   (Open Ended Question)
   
3. * Please describe your experience working on projects involving data entry and information tracking.
   (Open Ended Question)
   
4. * Please describe your knowledge and familiarity with various computer technologies including Outlook, Excel, Word, Zoom, and Microsoft Teams. Also, please provide an example of a time when you had to quickly learn a new software or computer system.
   (Open Ended Question)
   

1. Resume/CV

1. Cover Letter