Olympic College Bremerton , WA 98314
Posted 1 week ago
Program Manager A
Salary: $48,864 - $65,748
Classification: Full-Time Classified
Reports to: Dean for Workforce and Economic Development
The Workforce & Economic Development (WFED) division's mission is to strengthen our community by linking education and employment to create a skilled 21st century workforce. This position reports to the Dean for WFED and has primary responsibility for support to the Dean, including developing the calendar and office support tasks, processing of purchasing and travel requests for the division, monitoring MOU's and enrollments with other college and agency partners, oversight for the certification of professional-technical staff and coordinating and providing staff support for regular meetings. The incumbent supervises the office work-study student personnel and provides support to various division leaders as needed.Provide administrative support to the Division Dean:
Maintain supervisor's daily calendar and accommodate scheduling conflicts
Schedule meetings using Outlook Calendar/Zoom/Teams
Coordinate arrangements for internal and external meetings, including room and meal arrangements, invoicing and payment, agenda development, preparation, and post-meeting material distribution and follow-up
Alternate as not taker for Instructional Program Planning and Review (IPPR) meetings; draft minutes and provide to IPPR chair
Coordinate and/or complete the preparation of documents and reports such as those related to hiring, travel, purchasing, payroll, budget, and event coordination
Assist in expediting signature approvals, payroll, HR and FSCM workflow approvals
Assist in division HR functions; assisting with hiring processes and procedures. Facilitate search committees, create requisitions, monitor job applicants, and coordinate communications with committee members and applicants regarding interviews, presentations, materials, technology and notification of status using NeoEd software and email.
Coordinate, organize, and/or direct the administrative operations of major program activities:
Oversee routine division administrative operations
Coordinate division travel. Prepare and facilitate the processing of travel authorizations, cash advances and expense reports, including securing necessary signatures
Gather, monitor, and archive select course materials (syllabi, course outlines, student learning outcomes) to maintain division-related materials for purposes of assessment, accreditation, and state audit requirements
Develop budget estimates for new purchases, work with fiscal specialist to ensure funding is available, make purchases, maintain equipment records and equipment inventory
Organize office space; modify work flow processes to achieve efficient use of space, equipment and personnel
Work with facilities on office space renovations and deliver cost information from facilities to the Dean (if necessary)
Provide exceptional customer service to internal and external stakeholders:
Ascertain and prioritize the importance and urgency of requests and situations
Via phone, email, Zoom/Teams, and one-on-one meetings, respond to requests for assistance from internal and external stakeholders
Serve as initial point of contact for employees' questions. Deliver instructions from the Dean to other employees
Assist with Division communications:
Serve as liaison between Dean and other staff members by transmitting assignments and requesting status information, and delivering reporting requirements and training requirements
Facilitate development and composition of documents, assembling, proofing, editing, or formatting grant proposals, grant final reports, marketing/outreach materials, and minutes/reports
Distributes the Comprehensive Local Needs Assessment (CLNA) surveys to stakeholders, faculty, students, etc
Responds to surveys and studies from State Board and workforce entities
Support new hire onboarding, perform division-specific orientations, secure electronic file access, software access, and electronic devices such as laptops, Surfaces, phones, etc.
Keep program participants, staff, and other outside entities informed about program content, activities, and processes by email communications, distributing flyers, and setting up agendas for department meetings and leadership meetings.
Independently manage the Professional-Technical Faculty state certification requirements for a full-time and required part-time instructors:
Establish, track and document Prof-Tech certifications using the state online certification system
Provide training and orientation of new faculty to the certification requirements b using e-communications or personal appointments
Maintain ongoing communications with the Prof-Tech faculty and their associated instructional deans regarding certification expirations and re-training opportunities for PDPs and CPR/First Aid requirements
Arrange and oversee required Prof-Tech quarterly meetings and CPR/Firs Aid/BBP certification sessions
Represent management and serve as the primary contact in assigned program areas:
Attend meetings as necessary to represent management when the Dean is unavailable
Serve as the primary contact for division-related matters to be communicated to the Dean
Assist in devising unit standards/procedures to ensure adherence to policies
Advise dean, administrators, faculty and staff on policies and procedures
Develop or forward employee training programs/course, visual aids, or other materials, schedules, and conduct/facilitate presentations and/or trainings
Prepare reports including enrollment reports and contract renewals
Minimum Qualification:
High School Diploma or equivalent
Experience working in higher education
Four years of progressively responsible professional experience as an administrative assistant functioning in confidential capacity reporting to a leadership position
One-year supervisory experience
Key competencies:
Accountability - accept responsibility for the quality and timeliness of work
Accuracy in all work related to department operations
Exceptional organizational skills due to large volume of managing and tracking details
Display balanced judgement combining analysis, wisdom, experience and perspective
Handle high-stress tolerance or adverse situations effectively, making good decisions, assisting others to work calmly and accurately
Expressing verbal communication effectively using appropriate language.
Clear and concise written communication
Special Requirements:
Ability to lift, move and/or relocate items weighing up to 20 points
Limited travel to branch campuses and evening or weekend work may be required to meet the needs of the position
Terms of Employment
This is a full-time classified position scheduled to work 40 hours per week. The starting salary is $48,464 with periodic increases and earning potential of $65,748 annually. Olympic College provides an excellent benefits package that includes vacation, holiday & sick leave, and medical/dental/vision/life insurance. A collective bargaining agreement exists and this position is represented by the Washington Public Employees Association (WPEA).
Conditions of Employment
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our Equity Statement). All applicants are required to submit a statement of 500 words or less, describing the value of diversity, equity, and inclusion in the higher education environment and their prior, current, and/or potential contribution(s) to fostering diversity, equity, and inclusion as an employee.
How to Apply
To be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:
Olympic College Online Application
Resume
Cover Letter - in your cover letter describe how your experience sets you apart for this position.
Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.
EEO Statement
Olympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies: HRTicket@olympic.edu or 360-475-7300 This recruitment announcement does not reflect the entire job description and can be changed and or modified without notice
Olympic College