Job Location:
Platt Campus Center

NOTE TO APPLICANT:  Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the “resume/CV” upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:

Program Assistant

Job Description:

Position Summary:

The Program Assistant in Upward Bound is a grant funded part-time position that performs a broad range of clerical and administrative duties. Primary responsibilities include office organization, management, and general clerical support.  The program assistant also prepares financial documents, work-study payrolls, and provides support for reports, student guides, and grant proposals. The ability to accurately type and compose written correspondence and reports is required, and excellent oral, written, and interpersonal skills are essential.  Strong computer skills are desired.  The ability to speak and write in Spanish is preferred, but not required.

Duties and Responsibilities:

  • General office organization including filing, duplication, answering phones, ordering supplies, etc.
  • Composition of routine correspondence.
  • Preparation and maintenance of computerized financial documents including Requests for Checks, reconciling monthly accounts, etc. on Workday.
  • Supervision of Summer Food Service Program applications, implementation, and documentation.
  • Preparation of bi-weekly work-study tutor payrolls.
  • Coordination of vehicle use and maintenance schedules.
  • Maintenance of a computerized student database tracking system.
  • Clerical support for special projects and events such as field trips, workshops, and summer program activities.
  • Involvement with computerized design and processing of forms, applications, and documents on Macs.
  • Assistance with summer program preparations.
  • Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Strong computer skills including knowledge of at least some of the following Apple Macintosh software:
    • Experience with Microsoft Word and Excel or a similar word processing program is essential
    • Experience with FileMaker Pro is very helpful
    • Experience with Workday is very helpful
    • Experience with social media
  • Ability to compose and type correspondence and other documents.
  • Spanish speaker and writer preferred but not required.

Preferred Qualifications:

Education: Graduation from high school.  1-2 years of courses beyond high school in college or business school is preferred but not required.

Experience: 3-4 years of secretarial or office experience is preferred. Basic accounting/budgeting skills strongly preferred.                              

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.                       


The regular hours are 9 a.m. to 2:30 p.m., Tuesday – Friday. Hours may vary due to the needs of the department or College.


This is a grant funded, non-exempt, part-time, benefits-eligible position.


The anticipated starting salary is $18.72/ hour. Salary will be commensurate with qualifications and experience.


This position reports to the Director of Upward Bound

Additional Information:

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.