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PROGRAM ASSISTANT, CAREER TECHNICAL EDUCATION (CTE)

POSITION TITLE: Program Assistant, Career Technical Education (CTE)
DEPARTMENT/SERVICE AREA: School Improvement
REPORTS TO: Director of School Improvement
FLSA STATUS/ CLASSIFICATION: Classified
SALARY PLACEMENT: Range F, 260 calendar
POSITION PURPOSE/SUMMARY:
The position provides technical assistance, administrative support, and professional development
to Career and Technical Education (CTE) related grants and programs coordinated by Lane ESD.
The position supports students' preparation for a wide range of careers by ensuring programs
have the resources, organization, and guidance needed to deliver high-quality academic and
technical skills.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Career Technical Education (CTE) Specific Duties

• To manage budget and funding by:
  • Serving as the primary contact for budget and funding inquiries from ESD staff, districts, and partners.
  • Consulting with administrators and specialists and liaising with the Business Director to inform budget decisions and plan future initiatives.
  • Tracking, monitoring, and contributing to the management of multiple CTE funding streams.
• To support committees and workgroups by:
  • Anticipating needs and assisting specialists and coordinators with assigned
  • committees/workgroups.
  • Coordinating logistics for committee/workgroup activities and initiatives.
• To communicate and coordinate outreach by:
  • Communicating with program staff and partners regarding events and activities.
  • Reviewing program materials to ensure accuracy.
• To plan and execute events by:
  • Maintaining a calendar of reports, projects, and events to support proactive planning.
  • Providing logistical support for program events, including venue selection, meals, materials, and participant registration.
  • Maintaining inventory of ESD and district equipment in compliance with grant requirements.
  • Attending state program meetings regarding budget and reporting requirements.

General Program Duties

• To provide administrative and fiscal support by:
  • Delivering administrative support to program staff.
  • Ensuring fiscal compliance with program rules and ESD policies.
  • Processing, tracking monitoring, and reconciling program expenditures.
  • Conducting procurement activities, including travel arrangements, contracts, invoices, and reimbursements.
  • Preparing and submitting routine and ad hoc expenditure reports.
• To assist with grants and reporting by:
  • Supporting program grant applications and required reports for ODE.
  • Assisting in developing program budgets per grant and ESD procedures.
  • Gathering budget information and preparing draft budgets.
  • Compiling and formatting grant application materials.
• To coordinate events by:
  • Planning and executing logistics for program events and activities.
  • Supporting temporary employees with paperwork and participation logistics.
  • Documenting, maintaining, and updating program procedures and forms for district and participant use.
• To manage data and communications by:
  • Collecting, organizing, and maintaining program data, including participant demographics.
  • Conducting initial review of participant submissions for grant compliance.
  • Taking notes at meetings as assigned.
  • Updating and maintaining program information on social media platforms.
• To perform other duties by:
  • Executing other tasks as assigned to support program initiatives.

QUALIFICATIONS AND REQUIREMENTS:
Education and Experience

• Required: High school diploma or equivalent with two years of general office experience or a combination of post-secondary education and relevant experience.
• Preferred: Associate's degree in business or accounting or two years of accounting/bookkeeping experience.
• Experience providing support on state and/or federal grants.

Knowledge, Skills and Abilities

• Knowledge of:
  • Basic bookkeeping procedures and processes.
  • Budgeting and financial tracking principles.
  • Program administration and grant requirements (state/federal).
  • Office procedures and administrative operations.
  • Use of web-based communication and information-sharing tools.
  • Spreadsheet, database, and word processing software.
• Abilities to:
  • Read, write, and speak in Spanish (preferred).
  • Communicate effectively in writing and verbally.
  • Organize, track, and maintain program data and records.
  • Support program staff in planning and logistics for events and projects.
  • Coordinate multiple tasks and meet deadlines.
  • Analyze financial information and reconcile expenditures.
  • Adapt to new systems, procedures, and technology.
• Skills to:
  • Proficient use of computer applications (Excel, Word, databases, communication platforms).
  • Draft clear, accurate correspondence and program materials.
  • Manage calendars, schedules, and reporting deadlines.
  • Plan and execute logistical support for events and committees.
  • Compile and format reports, grant applications, and budgets.

PHYSICAL DEMANDS:

The position requires minimal physical exertion working primarily at a computer. The incumbent is normally seated and stands, moves, or bends as needed. Occasionally the incumbent is engaged in lifting of materials,equipment or supplies up to 20 lbs that are sent to or received for workshops or events. Use of carts or hand dollies and effective body mechanics are required to avoid injury.

WORK ENVIRONMENT/CONDITIONS:
The incumbent works in an indoor environment performing clean, non-hazardous work. Some minor distractions related to the close proximity of other employees are present in the work environment. Generally, working conditions are good with infrequent exceptions.
WORK EXPECTATIONS:

• Effectively engage with individuals from diverse cultures or backgrounds.
• Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting.
• Utilize appropriate equipment and software as established for agency use as well as other equipment and software appropriate to the assignment.
• Maintain regular and punctual attendance.
• Confer regularly with immediate supervisor.
• Follow all District work procedures and reasonable requests by proper authority.
• Perform program responsibilities in accordance with statutes, administrative rules, policies, and collective bargaining agreements.

EVALUATION:
Performance will be evaluated in accordance with the provisions of Board policy and the evaluation program adopted for the position.