Program Data Coordinator

Position Summary

Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority Associate Degrees in twenty categories, according toDiverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Program Data Coordinator is responsible for management and analysis of Continuing Education and Workforce Development data and operational processes, including student registration, schedule development, and course data. Manages the database system and regulatory reporting to the state which includes data collection, analyses, report generation and submittal. Focuses on creating, designing, and implementing systems to save time, money, material, and staff power. The position interfaces with other departments of the college to evaluate and implement college wide data system.

Reports to: Executive Director, Instructional Services (CWD)

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.

Specific Duties and Responsibilities

• Promote and assure an environment that is welcoming and conducive for students.

• Represents the division on college-wide committees related to data systems and related processes.

• Responsible for verifying data integrity and ensuring accuracy related to continuing education course management including course history, CEUs, and the course record database.

• Processes course master changes requested by programming staff and ensures the accuracy of department codes, CIP codes, subject codes, account receivable coding, and eligibility of state funding codes.

• Coordinates section entry and reviews reports to confirm the assignment of appropriate account receivable coding, location, CEUs, hours, billing and A/R types, instructional method, etc. To ensure sections were entered correctly.

• Responsible for curriculum management in Colleague as submitted by Program Coordinators. Resolves problems and issues related to technical systems and program support systems.

• Performs testing of the Colleague non-credit processes. Tests and verifies Continuing Education registration system to ensure that all registration workflows are working and syncing to Colleague properly with each patch.

• Maintain a procedural desk manual as a step-by-step guide for processes related to position.

• Manages the operational requirements for the delivery of courses and serves as the point of contact for program coordinators and student related issues. Reviews existing policies and initiates process changes to improve efficiency and effectiveness.

• Coordinate the continuing education schedule of classes to ensure data is accurately entered and pulled for marketing to import.

• Develop, maintain, and monitor the continuing education production schedule. Administer the continuing education schedule proofing process to ensure quality and adherence to timelines established in the production schedule.

• Oversee and manage the MHEC biennial review, CC10 approval and CC3 state-reporting process for all continuing education courses.

• Responsible for the management of the monthly CC10 submission process by proofing all CC10's according to MHEC guidelines, using current inventory and Colleague and CROA reports to identify missing CC10's, submitting new CC10's for signature by the VP or their designated authority and submitting to MHEC.

• Maintain electronic file of all CC10's submitted/pending and determine how best to make the information readily available for staff use.

• Review MHEC UP10 report and inventory for accuracy and addition of approved CC10's, maintain files/records for each fiscal year, download the current electronic MHEC inventory into ImageNow/Perceptive Content for staff utilization when needed.

• Review and follow-up on the MHEC Biennial Review for inactive courses that may need CC10's for resubmittal to include setting deadlines and timetables and assigning data entry tasks as needed.

• Prepare the CC3; primary funding document signed by CSM president annually which may include proofing section data against MHEC inventory, running specialized proofing reports, following up with units for corrections to data, and transferring the final CC3 data into an Excel spreadsheet. Also run the File Transfer process and the MHEC preliminary edit of CC3

• Acts as CSM Administrator of the MHEC Continuing Education Portal.

• Establish, publish, and train staff on standards of excellence for continuing education course descriptions. Review course descriptions to ensure compliance with MHEC guidelines.

• Assist with the development, measurement, analysis and reporting of continuing education indicators on the Maryland Performance Accountability Report and various MCCACET reports.

• Prepare the annual WIOA report.

• As requested, performs testing of the Colleague processes in non-credit courses.

• Assists with monitoring and answering emails in the centralized ConEd e-mail Inbox and distributes emails to other team members if necessary.

• Provides required information to Tri-County Council Career Counselors to create Individual Training Agreements (ITAs).

• Assist with the CWD website and ensures consistency, accuracy, customer focus and ease of use.

• Assists with creation of contract sections upon receipt of contract.

• Accurate application of AR codes on contract sections.

• Scans in close out information to ImageNow/Perceptive Content for REG and BUR to process.

• Represents CWD in recruitment activities when needed.

• Performs other related work, as required.

• Reviews and submits Workforce Sequence Scholarship Applications to MHEC. Maintains filing of all applications and approvals.

Additional Duties:

• Performs other related duties as assigned.

Minimum Education and Training

• Bachelor's degree in education, business or related field.
• 3-5 years of office experience required, background in continuing education preferred.

Minimum Qualifications and Standards Required

• One-year experience Colleague integrated data system and Modern Campus Lifelong Learning preferred.

• Accuracy and attention to detail.

• Excellent communication and organizational skills.

• Good interpersonal skills.

• Strong skills using Microsoft office suite.

• Must be able to work independently.

PHYSICAL DEMANDS

The work is mostly sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.