Polk State College is hiring a Program Specialist

Responsibilities

• Prepares and processes operational documents related to purchasing, contracts, and other administrative activities, including timekeeping records.
• Assists in establishing program standards and goals and in the evaluation of program results.
• Assists supervisor in assuring that program activities and operations follow rules and regulations of program, including college mission, requirements of categorical or grant funding agency, or state or federal law that established program.
• Effectively utilizes computer software to create, edit, compile, and translate data into reports, summaries, and graphic formats.
• Collects data, reconciles discrepancies, and prepares descriptive, statistical, and evaluative reports related to assigned program areas.
• Assists in the coordination and production of student events, programs, training workshops, internships, mentorships, publications, special services, and/or other related functions.
• Designs questionnaires, selects samples, and conducts surveys among community populations to assess needs, interests, relevant background information, and resources for special interest programs.
• Participates in the interviewing and assessment of program participants.
• Participates in the design and writing of bulletins, brochures, news releases, and other materials to publicize or provide information on college programs and services.
• Classifies accounting transactions and maintains, reconciles, and closes accounts associated with program budget.
• Assists in the selection, orientation, and training of program students
• Assists in the maintenance of program participants' files and records.
• Reviews and processes various forms, applications, and records for completeness, accuracy, and compliance with basic program requirements
• Prepares letters, memoranda, bulletins, tables, and other material using a variety of software applications, and proofreads the same.
• Assures that clerical processes of the office are running smoothly and efficiently on a day-to-day basis, including supplies, photocopying, telephones, and emails.
• Attends meetings and takes minutes of proceedings.
• Provide training and work direction to student employees.
• Performs related duties as assigned.

Requirements

• Mission, objectives, and goals of assigned program area.
• Eligibility requirements of assigned program area.
• Community resources, organizations, and services common to community colleges.
• Computer software such as word-processing, spreadsheet, database management of a specially funded program (BLLUMEN), Microsoft 365 including Teams, and Zoom.
• Clerical practices and procedures including, but not limited to letter, memorandum, and report formats.
• Capabilities and operation of standard office equipment.
• Basic practices and procedures used in processing and recording of accounting information and transactions.
• Proper business English, spelling, punctuation, and grammatical usage.
• Customer service techniques for public contact in person, on the telephone, and in written communication.
• Capabilities of computer systems, software, and hardware used in assigned program.
• Analyze and prioritize workload and initiate self-directed tasks.
• Understand, interpret, and apply laws, regulations, and procedures pertaining to assigned program.
• Communicate effectively with individuals from various ethnic and socio-economic backgrounds and different levels of academic achievement.
• Gather and data enter program related information tactfully and accurately.
• Prepare clear, comprehensive, and effective reports, correspondence, publicity materials, and oral presentations.
• Work effectively and cooperatively with students, staff, faculty, and the public.
• Provide technical assistance to team and Program Director.
• Keep information confidential and act in an ethical and professional manner.
• Maintain a variety of logs, files, and records accurately.
• Meet schedules and deadlines.
• Critically review source data and detect and correct errors.
• Learn basics of budget preparation.
• Learn specialized computer applications.
• Input data neatly and accurately.

Benefits

• medical, dental, and vision coverage
• short-term disability
• paid holidays and sick leave
• vacation (excluding faculty positions)
• retirement benefits for eligible employees
• college fee waivers

Additional Information

• This position is a full-time on-campus position located at our Winter Haven campus. (Remote/hybrid options are not available.)
• This position requires a high amount of travel.
• Must be able to work early mornings, evenings, and weekends for events and programs.
• Must be able to work occasional evenings and/or weekends as needed including occasional overnight stays during academic year and scheduled residential summer program.
• Saturday Discovery sessions (as scheduled) will be required.
• Reliable transportation is required.
• Possession of a valid Florida’s Driver’s License is required (or must be eligible to obtain a Florida’s license within 30 days).
• Position may be required to work during College closures (such as winter/spring break and inclement weather closures) dependent upon program schedule.
• This position is a level P12 with a maximum pay rate of $42,417.00 based on grant restrictions.
• This position receives full benefits, but is designated as "temporary" due to being grant-funded.
• Additional training, certifications, or licensures may be required based on program needs.
• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• To request Veteran’s Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
• Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered.
• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.