Technical Specialist for Programs

Characteristics of Work

  • Administrative Support
  • Programmatic Assistant
  • Financial Handling
  • Meeting Coordination
  • Decision Making
  • Interpersonal and Communication skills, in a collaborative role providing quality customer service

Essential Functions:

Administrative Support

  1. Document Preparation: Create, Organize, and maintain records, reports, and correspondence to ensure efficient access and compliance with agency standards
  2. Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements to maintain seamless operations.
  3. File Organization: Maintain both physical and electronic filing systems to ensure accessibility and security of information. 

Programmatic Assistance

  1. Project Coordination: Assist in tracking and meeting program milestones, including compiling and submitting state and federal reports.
  2. Document Development: Support the creation and updating of manuals, guides, and program-related documents to ensure current and accurate resources are available.
  3. Compliance Support: Aid in ensuring program activities align with regulatory standards and guidelines.

Financial Handling

  1. Transaction Processing: Handle the daily processing of money orders and checks, maintaining accurate and timely financial logs for submission to the Finance department.
  2. Record Keeping: Ensure all financial transactions are documented and stored appropriately to support audits and transparency.
  3. Accuracy Assurance: Verify the correctness of financial data to prevent errors and discrepancies.

Meeting Coordination

  1. Scheduling: Arrange and confirm meeting times, locations, and participants to ensure efficient use of resources.
  2. Preparation: Distribute agendas, prepare documents, and set up technology as needed for productive meetings.
  3. Follow-up: Record minutes, summarize action items, and ensure accountability by tracking follow-up tasks.

Decision Making

  1. Problem Solving: Evaluate information to resolve issues promptly and effectively within the scope of administrative and programmatic activities.
  2. Prioritization: Make informed decisions about task urgency and importance to align with organizational goals.
  3. Regulatory Adherence: Ensure decisions comply with state and federal guidelines, particularly regarding compliance and program operations.

Interpersonal and Communication Skills

  1. Collaboration: Work effectively with colleagues, management, and external stakeholders to achieve shared objectives.
  2. Customer Service: Serve as a reliable and professional point of contact, addressing inquiries and concerns with empathy and efficiency.
  3. Clear Communication: Convey information concisely and accurately, whether through email, phone calls, or face-to-face interactions.

 

Essential Functions:

Examples of work performed in the Technical Specialist position include, but are not limited to, the following:

  1. Assists as the initial point of contact for the programmatic functional area.
  2. Provides administrative support for Adult Education, Proprietary Schools, and the programmatic functional area, such as coordinating division travel and providing communications support (letters, telephone calls, emails, faxes), maintaining the boardroom calendar, generating reminders, organizing, and maintaining files.
  3. Assists and supports programs by compiling and submitting state and federal reports, including follow-ups on project management milestones.
  4. Supports and maintains programmatic documents, such as the Qualifications Manual, CTE Course Numbering System.
  5. Assists with deliver of mail (incoming and outgoing) and routing of calls for the agency.
  6. Assists with processing money orders and checks for proprietary schools, daily. Completes and submits the check and money order receipt log to Finance, daily.
  7. Supports the Director of the Commission on Proprietary Schools and College Registration in developing and maintaining agency documents and manuals related to the Methods of Administration (MOA) for the Office of Civil Rights’ (OCR) Compliance, as well as the Guide to OCR Compliance.
  8. Assists the Director of the Commission on Proprietary Schools and College Registration in coordinating and conducting both OCR Virtual and On-Site Reviews.
  9. Helps the Director of the Commission on Proprietary Schools and College Registration in the development, maintenance, and monitoring of MOA documents, including Letters of Findings and Voluntary Correction Programs.
  10. Aid the Director of the Commission on Proprietary Schools and College Registration in maintaining a comprehensive understanding of all state and federal statutes and related guidelines relevant to OCR.
  11. Assist the Director of the Commission on Proprietary Schools and College Registration in developing, reviewing, and delivering professional training related to the Commission on Proprietary School and College Registration (CPSCR) registration process.
  12. Provide support to the Director of the Commission on Proprietary Schools and College Registration in coordinating and scheduling bi-monthly CPSCR meetings.

Minimum Requirements:

Five years of executive level experience in administrative support is required.  Proficiency in Word, Excel, Access, and PowerPoint. Advanced analytical and organizational skills, including a high level of accuracy and attention to detail.  Excellent multitasking skills. Ability to meet deadlines.  Effective oral and written communication skills. Ability to work independently, but possessing the interpersonal skills necessary to work with teams of various college personnel and other internal or external constituencies. Experience and education may be substituted for one another. 

Application Procedure:

To be considered, interested applicants must submit a complete application file, to include:

  1. Mississippi Community College Board application 
  2. Cover letter
  3. Resume/Vitae
  4. College transcripts
  5. Three letters of reference written for this specific position

Submit Application Packets via:

online: SmartSheet Form, express mail, USPS, or hand mail:

Cynthia Jiles, Assistant Executive Director of Human Resources
Mississippi Community College Board
3825 Ridgewood Road
Jackson, MS 39211
Email: HR@mccb.edu
Phone: +1 (601) 432-6524