Program Specialist

Description:

Essential Functions

Provide service to students, staff, faculty, and program participants and/or the public

Provide front desk coverage during office hours; one of the points of contact for Science Division main office.
Develop and maintain front desk trainings, forms, manuals and other reference materials.
Open, close, and/or maintain division front office, mail room, copy/kitchen room, and conference room; report any cleaning or maintenance issues to custodial/campus operations through online request center.
Answer/route incoming calls as needed.
Provide loaner calculators to students.
Provide visitors with contact information for faculty, program chairs and science advisor.
Assist with on campus tenure track faculty interviews: arrange for food, interview room reservations and process candidates' travel reimbursements.
Identify issues, provide options, fulfill services, and/or exercise knowledge of college procedures and policies to assist others and resolve complaints or conflicts. Refer unresolved issues to the Dean, Assistant Dean, and the Division Operations Director as appropriate.
Distribute guest parking passes when requested.
Assist faculty to locate and navigate college and division resources and services.
Assist faculty with office equipment access and use as needed, such as workroom copy machine, and Scantron score machine.
Help troubleshoot printing issues (staples, paper jams, empty toner cartridges, etc.).
Order copier paper and copier supplies when needed.
Notify students of class cancellations as needed, posting a cancellation note to a classroom.
Distribute incoming/outgoing mail, packages and other items dropped off for staff and faculty.
Provide administrative and clerical support

Manage all onboarding activities for Science Division employees.
Coordinate and schedule onboarding sessions, guiding new employees through the Onboarding Checklist.
Support set up of new employees: initiate service ticket requests as needed for setting up a new workstation, ordering supplies, equipment, technology, phone extension, scan card/keys, and mailbox space.
Reserve Division wide classrooms and meeting rooms ; schedule rooms for MATH online classes with on-campus testing.
Assist in planning and coordination of Divisional quarterly meetings and Fall Retreat.
Submit tickets related to room related issues.
Process faculty substitution pay as needed.
Maintain Division website.
Manage Division SharePoint site: permission groups, Division calendar, incorporating content changes to support Division needs.
Handle confidential documents, information, and projects with discretion and following college and FERPA guidelines.
Provide budget and financial support

Distribute and upload monthly program budget reports; monitor budget status in line with program activities.
Maintain the professional development (PD) budget and track faculty PD spending; process approved professional development (PD) activities and supplies.
Marketing

Develop and compile Division communications and promotional literature for distribution such as brochures or flyers; coordinates process from development through printing and distribution, as needed.
Generate quarterly Division newsletter.
Facilitate Division outreach activities such as hosting promotional tables or presenting general information sessions, as needed.
Set up, maintain and generate posts for Science Division social media sites.
Other

Perform other duties as assigned

Minimum Qualifications

Associate's degree from an accredited institution. Any combination of relevant education and/or experience may be substituted for the educational requirement on a year-for-year basis.
Minimum two (2) years of office experience including initiating routine tasks, working independently and collaboratively with effective time management skills.
Proficient experience with Microsoft Office 365 applications (Outlook, Excel, Word, Teams, OneNote).
Effective written, verbal, and interpersonal communication skills with the ability to relate well to diverse, multicultural students, faculty, staff and the general public in a friendly, courteous and professional manner.
Demonstrated experience working with diverse colleagues and/or students in a collaborative and inclusive environment.