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Ohlone College
  • Position Number: 4186232
  • Location: Fremont, CA
  • Position Type: Business - Accounting

Program Specialist, Career Center

Ohlone College

Ideal Candidate Statement: The ideal candidate is skilled in customer service, bookkeeping, contract compliance and accounting/finance. This candidate will serve as a first-touch point for students, alumni, community job-seekers and employers, and will be welcoming, friendly and solution-oriented in connecting them to appropriate services and resources. This person may also complete intake appointments for our community job seekers, including adults and out of school youth. The programs specialist is innovative, detail-oriented, and highly dependable. The ideal candidate is also flexible and adaptable, with an ability to prioritize a variety of tasks and projects in collaboration with the leadership team. Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Ohlone prides itself as a Learning College with the motto of "A World of Cultures United in Learning" and we are looking for staff who embrace diversity in serving students of varied backgrounds and learning styles, highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions;

The college has a firm commitment to environmental sustainability and looks to all employees to support this important goal.

Job Description Summary: This is a 12 month, 100% Classified position.
This position is funded by categorical funds, and employment is subject to those funds being available.

*Job description updates pending CSEA approval.

Under the direction of the Administrator, coordinate various aspects in supporting students and clients with career services/resources and guidance. This position is directly involved with screening, intake, scheduling, bookkeeping, budgeting, and database entry related to supporting all the participants in the program(s) offered. It also entails outreach/marketing, tracking participants for ongoing support while ensuring compliancy standards are met based on relevant laws, policies and procedures.

Essential Duties: 1. Assist the Director and Program Manager in program fiscal monitoring, preliminary budget planning, expenditures, invoices and purchases; 2. Assist with several routine budgetary functions including preparing monthly invoices, track expenditures, reconcile credit card statements, verify accounts dispersed, and match advance authorizations to expense reports; 3. Develop, create and track program participants and related progress, budget and program performance using various technology-based management tools; 4. Collect student and client data and verify individual documents for program eligibility, based on policies, procedures; Assist clients in the interpretation of program guidelines, completion of applications and development of program plans; 5. Provide outreach services to market the program and recruit customers including conducting workshops and presentations to support marketing/outreach efforts;6. Manage, update, analyze and utilize a statewide client database or Customer Relationship Management (CRM) software to track client progression and prepare, maintain and provide a variety narrative and statistical reports or program compliance, program monitoring and quarterly updates;7. Review, interpret and apply complex regulations and policies governing grant and programs administered by Ohlone College, the state, federal and local government;8. Provide career education and planning support services; 9. Oversee website design, deployment, development and maintenance activities; perform testing and assure quality; review user needs to implement website content, graphics, performance and capacity; convert written, graphic, audio and video components to compatible web formats;10. Review, interpret and apply complex regulations and policies governing grant and programs administered by Ohlone College, the state, federal and local government;11. Audit programs to ensure accuracy, completeness and comply with the program guidelines and eligibility requirements; identify discrepancies and provide recommendations for solutions to assigned personnel in accordance with applicable policies and procedures;12. Communicate with administrators, students, personnel, community organizations and partner agencies to coordinate activities and programs, resolve issues and conflicts, and exchange information;13. Refer eligible clients to career advisors for advising, training, and resources;14. Assist with the coordination and implementation of job fairs, recruiting events, and other relevant events;15. Assist with office supplies purchases; count and validate orders and track office supplies expenses: prepare purchase requisitions; maintain accurate and confidential accounts and records;16. Train and provide work direction to student workers/interns; Review staff absent reports and time/grant allocations;17. Connect students, alumni, community members and entrepreneurs to community resources and partners;18. Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the Colleges students, faculty, staff and community;19. Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.20. Perform related duties and responsibilities as assigned.

Knowledge, Skills, and Abilities: KNOWLEDGE OF:1. Familiarity with federal, state, and local contract/grant compliance and reporting;2. Modern/current record-keeping techniques and technologies;3. Data security and privacy compliances;4. Career or entrepreneurship resources;5. Sensitivity to diverse cultures and populations;6. Computer based programs, software and tracking tools;7. Basic math, analytical and statistical analysis;8. Correct usage of written and oral communication. SKILLS TO: 1. Interpret laws, policies and procedures in relation to program aspects;2. Understand rules and regulations regarding WIOA 3. Demonstrate customer relationship and collaboration;4. Work with diverse populations;5. Write and speak with proper grammar;6. Interpret, apply and explain rules, regulations, policies and procedures;7. Plan, organize and meet schedules and timelines.

ABILITY TO: 1. Innovate and explore new ideas, practices, and technologies;2. Coordinate budget and financials; 3. Manage client case files;4. Present career theories and concepts and well as job search techniques in a clear and understandable manner;5. Apply proper grammar in written and spoken form(s);6. Engage in meaningful interpersonal skills to allow for sense of trust;7. Recognize data discrepancies and apply corrective measures.

Education and Experience: Any combination equivalent to: bachelors degree in accounting or related field three years of professional accounting experience performing varied financial analysis, record-keeping and report preparation duties.
AND Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, as these factors relate to the need for equity-minded practices.

Preferred Qualifications:

Salary Range:
$58,176 - $74,292 annually (Range 36 on the CSEA Salary Schedule)$58,176 annually$67,368 annually$74,292 annually

Posting Number:

Close Date:

Foreign Transcripts:
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.

Benefits Statement:

1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 457(b) Deferred Compensation Plan (employee contributes)
11. 403(b) Tax Shelter Annuity Plan (employee contributes)

Benefits will be prorated for positions less than 100%

Immigration Reform & Control Act of 1986:
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986."

District Statement:
Founded in 1967, Ohlone College is named in honor of the early Ohlone People who inhabited the San Francisco Bay Area. Ohlone College is committed to providing a high-quality education to serve our diverse population of over 15,000 students per year. Ohlone College is nationally recognized for our Deaf Studies and Interpreter Preparation programs, and is widely known for our nursing, health sciences, liberal arts, biomedical science, and smart manufacturing programs. As a learning community, we embrace and champion inclusivity, integrity, student expression, global citizenship, and continuous improvement.

Ohlone College is one of the top-ranked community colleges in California, serving the cities of Fremont, Newark, and Union City. Our campuses in Fremont and Newark are centrally located in the East Bay between San Francisco, Oakland, and San Jose. This region is known as a hub of innovation and economic activity, and home to some of the most advanced manufacturing, biomedical research, and clean energy companies in California, including Tesla, Meta, Seagate, and Lam Research.

The main campus in Fremont is located near Interstate 680 at the base of Mission Peak, just south of the historic Mission San Jose, and is the primary gateway to year-round hiking, biking, and hang gliding in the Mission Peak Regional Preserve. The Newark Center for Health Sciences and Technology is located near Interstate 880 in a hub of new residential and commercial development. The two campuses are connected by shuttle to each other and the Warm Springs BART station, which offers convenient access to public transit throughout the Bay Area.

EEO Statement Summary:
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.

If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment: Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis. In addition, you will be required to provide identification and employment eligibility as outlined in the federal "Immigration Reform & Control Act of 1986." Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

To apply, visit:

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