Program Assistant

Choose To Make A Difference

Summary:

• Reporting directly to the program or department head, the Program Assistant performs the day-to-day administrative functions of the program or department; performs a wide variety of highly responsible and complex administrative support services for personnel, student, and faculty matters; monitors month-by-month calendar of activities and deadlines at the department and campus levels; monitors and communicates regularly with students and associates for adherence to program compliance requirements; works directly with leadership to prepare for and maintain compliance with accrediting bodies.
• Prepares meeting agendas, memos, and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing, and distributing minutes and reports; processes a considerable amount of confidential and sensitive information in support of administrative activities.

Responsibilities

• Assists the program head and management with all administrative assignments.
• Deals discreetly with large volumes of sensitive, confidential information concerning student, staff, faculty and campus affairs, information contained in minutes, letters and other documents.
• Initiates, collects and tracks data within a database system to ensure appropriate related records are maintained.
• Assist with transfer credit input and organization as needed.
• Composes correspondence, memos, minutes, and reports for department and team meetings.
• Establishes and maintains record-keeping and filing systems. Classifies, and files correspondence, records, and other regulatory documents.
• Schedules and organizes committee meetings; assists with the preparation, typing, filing, and distribution of minutes.
• Prepares and/or updates program catalogs or other types of materials; copies and assembles binders, manuals, and packets for meetings and programs as requested and related to academics as necessary.
• Coordinates department incoming and outgoing mail distribution; opens, distributes, and prepares responses to routine inquiries.
• Ensures care and maintenance of department office equipment and supplies. Maintains inventory levels for office supplies, copier machines, printers, fax machines, coffee machines, and program materials and literature.
• Distribute supplies as requested/needed.
• Meets with students, associates, faculty, and other stakeholders to facilitate program execution and respond to requests.
• Monitors and communicates regularly with students and/or associates for adherence to licenses, certifications, development activities, and any other applicable information/documentation and sends to proper department for filing.
• Assists with maintaining files, and ensuring accurate and up-to-date information for accreditation. Maintains accreditation files and prepares accreditation reports as directed.
• Assists audits for the department.
• Assists with preparations/arrangements for meals and/or refreshments for meetings and other special events.
• Assists program head with any tracking functions with regard to remediation, documentation, and any other data and information as needed.
• Serve as backup to other departments (student services, bursar, registrar, reception, etc.) as needed.
• Maintains regular and timely attendance, reports to work as scheduled, and assures time worked and/or time off is recorded properly.

Qualifications:

• Associate’s degree or equivalent work experience required.
• Two to three years of experience performing office and administrative/secretarial.
• duties, preferably including some administrative support work for one or more managers in an academic or business office environment.
• Proficient command of grammar, punctuation, spelling, and correct usage of the English language.
• Comprehensive knowledge of office systems, practices, and administration.
• Proficient skills and experience in Microsoft Office computer software systems that include word processing, spreadsheets, and presentation software.
• Proficient reception and telephone communication skills and techniques.
• Evidence of principles and practices of classifying, indexing, processing, retrieving, and controlling a large volume of records.
• Evidence of record keeping, account maintenance, and purchasing practices and procedures.
• Ability to interpret and apply administrative and departmental rules, policies, and procedures.
• Ability to create, merge, and manage databases.
• Ability to compose correspondence independently.
• Ability to compile and maintain complex and extensive records and files for a department.
• Ability to represent the department using good judgment, poise, tact, and diplomacy.
• Ability to multi-task and prioritize; demonstrate excellent organizational skills; follow through and attention to detail.
• Ability to work independently with light supervision.

Compensation:

• $23.59 - 31.84/hour

CA Salary Range

Bonus Eligible

WCU Company Overview

Do you want a career that allows you to make a difference in other people’s lives? Discover what it means to truly believe in the work that you do at West Coast University.

At West Coast University, we have the privilege of educating students seeking careers in healthcare and guide them through their transformational journey from student to caregiver. Our associates are united behind that purpose and share a deep commitment to our values of teamwork, collegiality, transparency, and a student-centric approach to all we do. This focus creates an aligned, nimble, and consensus-driven culture that is solution-oriented and supports our associates’ professional growth.

WCU EEO Statement

West Coast University is proud to be an equal opportunity employer. We embrace diversity and are dedicated to creating an inclusive environment for all associates.