Program Assistant, Fire Science

Performs the full-range of specialized clerical and technical duties such as processing mail, answering phones, generating correspondence, and maintaining records in support of the assigned program; may assist in registering students, class enrollment, and attendance; may assist with purchases and orders; assists with budget and monitoring of related expenses; may assist with marketing including flyers and maintaining web pages; and assists with grant procedures and proposals as related to assigned program.  

ESSENTIAL FUNCTIONS:

• Provides support to ensure goals and objectives of assigned program are accomplished in accordance with compliance with CAC policies and procedures and federal/state laws and regulations related to assigned area.
• Provides technical support; performs a full-range of clerical duties in support of the Department or area assigned; maintains files, records, and general office order; generates work orders for IT and Facilities; furnishes support by answering correspondence, report preparation, processing a variety of documents, and opening and distributing office mail as appropriate; handles multiple priorities and tasks simultaneously; makes decisions independently according to established guidelines; develops, maintains, and updates office procedure manuals; receives incoming telephone calls; welcomes visitors; directs callers and visitors to appropriate personnel; responds to questions and provides information to students and the public; may maintain websites, changes, and updates; schedules and assists with events and Advisory Board meetings; and may use 25Live system for scheduling rooms.
• May enter placement tools/scores; may process applications, contracts, student records, and/or forms by verifying information, entering data into computer system, securing appropriate signatures, forwarding to other departments and/or agencies for processing, and notifying students and/or employees of their status in the process of requesting additional information according to established policies and procedures; arranges for interviews; arranges for temporary accommodations for ill students; may work with other departments on related issues/accommodations; assists in implementing program related activities and special sessions; schedules seminars and workshops in support of the program or area assigned; and may be required to interact with administration, program clientele, and/or other members of the general public.
• Assists and completes hiring documents; processes assigned payroll information; processes FAAFS; monitors enrollment increases; and makes related adjustments.
• Retrieves, receives, and compiles data from several sources; compares information to verify its completeness; prepares informational and/or statistical reports detailing requisite data according to established guidelines; and organizes and transmits information electronically to other agencies and/or departments for processing. 
• Tracks current budget or other fiscal data by posting and/or recording information into various computer programs; tracks and monitors office supplies/materials; processes new and/or replenishment orders; participates in developing bid requests, analyzing, and selecting vendors; makes purchases and orders necessary materials and supplies for program and office activities; gathers and compiles financial and statistical information for various reports in accordance with established guidelines; and compares data from several sources to ensure report accuracy.  
• Establishes and maintains specialized databases; enters and retrieves data; ensures accuracy of database records; and creates special forms, charts, and reports using word processing, spreadsheet and database software. 
• May assist the Program Director in the preparation of catalogs and brochure for promotional mailings; obtains mailing lists from appropriate sources; schedules mailing of informational materials; provides recommendations on program and/or operational modifications or changes to enhance program activities; assists in the implementation of marketing the program; assists in gathering and preparing materials for pertinent mailings/meetings such as flyers; creates agenda/takes minutes; and designs, updates, and submits web page modifications
• May enter semester schedules, changes and adjustments; oversees Department/program calendar; enters and tracks student data, attendance, and grades; maintains, updates and distributes teacher rosters; helps prepare for classes and programs; collaborates with staff or instructors; and addresses on how to proceed with certain student cases/scenarios usually on accommodations.
• May initiate, monitor, and contact students regarding background checks, drug tests, and issues specific and unique to a particular program.
• May assist with athletic eligibility; management of related athletic facilities; and streaming of live games.
• May assist on helpdesk; give tours; and provide breaks for coworkers.
• Represents the assigned program on various sponsored initiatives; shares new information and research with staff; and assists in ensuring program compliance with federal, state, local, and institutional rules, regulations, and grant requirements.
• Participates in committee assignments and the recruitment and retention of students.
• Performs other duties commensurate with functions and level of position or as assigned.

EDUCATION:  High school diploma or equivalent.
 
EXPERIENCE:  Two (2) years of related experience. 
 
SPECIAL POSITION CONDITIONS:  None

Background Verification:  As a condition of employment, all candidates accepting an offer of employment for a full-time, part- time, temporary, student worker, or volunteer position, will be required to undergo a Background Verification.  Employment with Central Arizona College is contingent upon the successful completion of the background verification.  The level the background verification for this position is: Standard level.

All applicants must be at least 18 years of age or older to be considered for this position.

• Knowledge of specific processes, policies, and procedures of office management and workflow procedures to include effective management of workload.
• Knowledge of techniques of desktop publishing used in designing program brochures, marketing materials, flyers, advertisements and newsletters pertaining to the program, and marketing practices used in promoting programs.
• Knowledge of the principles and practices of graphic design, writing and editing principles, and the practices, techniques, planning, organizing, and coordinating of multiple graphic production activities.
• Knowledge of media placement and graphic design concepts, principles and practices of marketing, basic photography, printing and placement of photographs for publishing, and media presentations.
• Skill in gathering, compiling, and presenting information in oral and/or written form. 
• Skill in prioritizing, and organizing work. 
• Skill in using various word processing, spreadsheet, database, presentation, and integrated information software, systems, and associated hardware, e.g., personal computers. 
• Skill in delivering customer service.
• Skill in communicating, both verbally and in writing.
• Skill in interacting with culturally diverse populations, College administrators, faculty, staff, students, and the public.
• Skill in processing a variety of financial and non-financial transactions, verify accuracy, match against documentation, code to proper account, prepare necessary forms or reports, post transactions, and reconcile and retrieve information as needed. 
• Skill in developing, implementing and evaluating major publications.
• Skill in creating, composing, and editing written materials. 
• Ability to work both independently and as a member of a team in accomplishing tasks. 
• Ability to analyze situations, develop solutions, and make independent decisions based on established guidelines.

CAC is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. CAC strictly prohibits and does not tolerate discrimination on the basis of the following protected classes and/or characteristics, in all of its operations, programs and activities, including but not limited to employment, promotion, admissions and access to all career and technical programs: race, color, religion, creed, national origin or ancestry, ethnicity, sex, age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. For more information contact: Laura Shepherd, Title IX Coordinator at 520-494-5106 or [email protected]; Section 504/ADA Coordinator at [email protected] or Human Resources at [email protected].

Important Notice: As a condition of employment, all full time Central Arizona College employee’s automatically become members of the Arizona State Retirement System (ASRS). This is a pension system that requires mandatory contributions from the employee with a matching contribution from the employer.  The 26-27 fiscal year contribution rate is 11.98%.  Please note this rate is subject to change on a fiscal year basis. Membership to ASRS is a condition of employment and is not optional unless you are at least 65 years of age and meet the opt out eligibility requirements, or are a retiree from ASRS . Please consider this when applying for this position.

We acknowledge that our institution, Central Arizona College, occupies ancestral lands of the Huhugam (HU-hu-gum), who lived and farmed along the Gila River Basin centuries ago. We thank the Native communities and descendants of these Indigenous people whose stewardship of the land and waterways allows us to be here now: the San Carlos Apache Tribe, Tohono O’odham (THO’-oh-no  OH’-oh-thum) Nation, Ak-Chin (AK-Chin) Indian Community,? and the Gila River Indian Community, which is comprised of the Akimel O’odham (A-kee-med/r OH-oh-thum) (Pima) and the PEE-Posh (Maricopa) tribes. Indigenous people from other Native nations also reside in Pinal County. Arizona is home to 22 federally recognized Tribes. All have made innumerable contributions to our region.?