Program Assistant (Career and Technical Education)

Job Overview

The Program Assistant for Career and Technical Education will provide office support for a variety of Career and Technical Education (CTE) activities. This includes assisting with administrative tasks associated with supporting the Director with organizing preparing and facilitating components of budget processes and program needs that arise throughout the year.

The Program Assistant provides administrative and operational support for the Career and Technical Education (CTE) department and assigned programs. The position coordinates program-related activities maintains records and documentation supports communication with schools and stakeholders and assists with the implementation of department initiatives events and processes.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Assists with the CTE budget working with the CTE Supervisors and Director
• Coordinates end-to-end logistics scheduling venue setups and materials for CTE meetings professional learning sessions advisory committees and student events participating as requested
• Provides completed reports in a timely manner
• Collects tracks and maintains accurate CTE program records student participation data and credentialing information across department databases to ensure compliance and support reporting
• Assists with purchasing invoices supply orders equipment records and other program-related processes
• Supports communication with schools teachers administrators industry partners and other stakeholders
• Prepares correspondence reports presentations forms and other program materials
• Monitors timelines and follow up on assigned tasks to support timely completion of department initiatives
• Supports program implementation including organizing resources materials and information for schools and teachers
• Provides customer service and responds to questions or requests referring specialized program questions to the appropriate CTE specialist or content specialist

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

High School Diploma or GED

Experience

One (1) year of experience in administrative clerical or office support roles

Licenses and Certifications

Knowledge Skills and Abilities

• Experience with Oracle ERP or comparable enterprise resource planning system
• Proficiency with Google Suite Microsoft Office and video conferencing software
• Knowledge and proficiency in Phoenix SIS or comparable student information system
• Demonstrated ability to handle multiple tasks and priorities efficiently
• Experience in managing schedules deadlines and administrative workflows
• Strong written and verbal communication skills for drafting correspondence and reports and interacting with team members and stakeholders
• Experience working in a team setting and collaborating with colleagues and external partners

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job the employee is regularly talking expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately loudly or quickly. The employee must possess normal cognitive abilities including the ability to learn recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects.

Reports to:Director Career Technical and Adult Education

FLSA Status: Non-Exempt

Months/Days/Hours:12 months 254 days 8 hours per day

Salary Level:Universal Level 8

Salary Scale: Range:$29.20- $37.58

Remote Work Eligible:No

Union Designation:Non-Union

Required Experience:

Junior IC