Program Specialist

Office of Admissions

Annual Salary Range: $66,700 - $88,925

Non Exempt | Union Represented 

The Exam Grading unit of the Office of Admissions is currently seeking to fill a Program Specialist position. The Program Specialist will be a key member responsible for coordinating the grading process, tracking grades, and communicating with the graders and applicants. The ideal candidate should be well organized, have customer service experience, and be able to communicate effectively both verbally and in writing. This position requires someone who is proactive, pays close attention to detail, can quickly prioritize multiple demands/tasks, and can efficiently work independently or as part of a team. Please note that all employees in the Office of Admissions are required to work at examinations to which they are assigned; this will include overnight travel between two to four times per year. This hybrid role allows for up to three days of remote work per week.

DISTINGUISHING CHARACTERISTICS

The Program Specialist classification series is distinguished from the higher level Program Coordinator in that the latter provides lead direction over program activities and is assigned more complex program functions.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:

• Provides information and answers questions related to the program.
• Acts as liaison between the program, other State Bar departments and external constituents, volunteers, or committee members.
• Maintains records related to the program, including participant contact information, distribution lists for outreach activities, records of projects assigned and completed, and financial records.
• Tracks projects to ensure timely completion.
• Schedules meetings and arranges meeting logistics, including securing facilities, audio-visual equipment, and catering.
• Prepares meeting documents including agendas and handouts, and distributes documents to meeting participants.
• Prepares, reviews, and distributes meeting minutes.
• Performs public information activities, such as developing informational newsletter, guides, and brochures pertaining to the assigned program.
• Designs, creates, remediates and places content materials on the State Bar website.
• Conducts research and gathers information needed to support program activities.
• Assists with the development and implementation of administrative procedures for the program, including evaluating procedures, identifying problems, and recommending solutions.
• Participates in planning and monitoring aspects of the budget for the program.
• Monitors the operating budget and prepares statistical reports and analysis as required.
• May perform a number of other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described.

EMPLOYMENT STANDARDS

Knowledge of:

• Computerized information and data base record-keeping systems and word processing systems including internet and website design, usage and maintenance.
• Principles of business and legal writing and preparation of minutes, agendas and special reports.
• Rules and regulations related to program administrative functions.  
• Principles of web architecture and development tools.
• Business math for completing non-technical calculations such as addition, subtraction, multiplication and division.
• Principles of effective writing and verbal presentation.
• The basic rules of vocabulary, grammar, spelling and punctuations as specified in Webster’s New Collegiate Dictionary.
• Problem identification, analysis and evaluation.
• Office procedures, budget preparation and maintenance techniques.
• Within the introductory period obtain a working knowledge of the State Bar and the function of the Office to which assigned. 

Ability to:

• Set priorities and meet established deadlines.
• Understand, interpret and apply procedures, laws, rules and regulations as applicable to assigned program.
• Proofread and accurately edit documents in both electronic and written form.
• Communicate clearly and effectively in person and in writing.
• Effectively operate required office equipment, including personal computers, fax machines, printers and copiers; and word and data processing software and other computer applications. 
• Obtain and present material in oral and/or written form.

Minimum Qualifications:

Education:

• Possession of High School diploma or equivalent; college degree preferred or a combination of education and experience sufficient to perform the duties of the position.

Experience:

• Two (2) years of experience in clerical, administrative or legal support experience in the State Bar or another similar environment.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification.

License, Certificate, Registration Requirements:

• None required.

Condition of Employment

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.

Salary : $66,700 - $88,925