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Howard Community College · 3 months ago

Program Operations Manager

Columbia, MD

Full-time

Onsite

Entry, Mid Level

$52K/yr - $52K/yr

1+ years exp

Howard Community College (HCC) is an innovative institution committed to responding to the needs of a diverse community. The Program Operations Manager provides program support, executive administrative assistance, and collaborates with various stakeholders to ensure effective program management and compliance.

Higher Education

No H1B

Responsibilities

Provide divisional leadership with logistical support for programmatic events, e.g., communication, scheduling, and facilities. Provides advance notification of all events to the Academic Programs Support Manager for the facilitation of attendance/participation from the office of the AVPTL, PEVP and OFTP

Develops and maintains division program information and records such as student files, correspondence, statistical data, and reports, as appropriate

Screens student inquiries that come via the division office

Triage stakeholder concerns, needs, and/or requests to assist them in the completion and/or transfer of programs, certificates, and/or courses

Coordinates activities, referrals and data related to courses and programs

Collaborates with the office of Teaching and Learning Operations (TLO), AVPTL Program Manager, and AVPTL Executive Assistant, and Academic Programs Support Manager facilitating communication regarding updates to/changes surrounding programs, processes and needs

Coordinates division program activities with advising, admissions, faculty, and all student support areas

Assists with implementation of retention strategies for students in various programs within the division

Collaborate with departmental heads to organize and manage documentation, in addition to website/portals/Canvas/Teams sites, as related to grants, accreditation, etc

Support preparation and submission of accreditation materials and fees for applicable programs. To include research, preparation of reports and data, and working directly with faculty to obtain needed information. Submits notification and request for signatures to the Academic Programs Support Manager for AVPTL, PEVP and OFTP all programs, events, accreditation signatures and approvals

Organize and coordinate accreditation site visits (including visitors’ travel expenses) in collaboration with Academic Programs Support Manager. Prepare budget analyses for accrediting bodies

Organize and maintain student and program files under guidelines of external regulatory and accrediting bodies, if appropriate, providing copies of documents to the Academic Programs Support Manager

Assists with preparations of the annual agreements, reports, and fees with outside stakeholders, and acts as a liaison between the division and stakeholders to ensure program compliance as a support to department heads

Responsible for processing Gainful Employment information relating to Career Programs

Manages the design, preparation, and description of course brochures and other marketing materials in collaboration with Public Relations and Marketing, for the division programs

Oversees printing and distribution of division materials, ensuring that appropriate HCC offices have up-to-date information

Assist with program, certificate, and credential deadline tracking and organizing providing updates to the Academic Programs Support Manager

Support department heads by creating and maintaining processes that promote student access to facilities, i.e., classrooms, labs, lockers, studios, or other specialized areas

Perform Ellucian Colleague data entry and process Ellucian Colleague data retrieval requests, as appropriate

Generate certificates and other completion documents or program-specific documents not managed by Registration/Admissions

Track and maintain faculty and student data in relation to grants and special program guidelines

Support Division leads with tracking key data metrics, departmental performance gaps, and student evaluation data

Coordinates logistics for internal and external meetings including sending calendar invitations and scheduling rooms/locations

Prepares meeting materials such as agendas, organizes and distributes agendas, takes/edits notes/minutes, and briefings; supports scheduling for the Associate Deans’ meetings, events, and trips

Manages, collects, and organizes documents requiring Associate Dean’s approval (e.g., Promotion, Sabbaticals, MAPs, Telework Applications), including managing the Associate Dean’s electronic signature as needed Follows up on deadlines and needed approvals

Assist with monitoring budgets (department and grant) for Associate Deans and works collaboratively with the Academic Programs Support Manager regarding grants requirements and reporting

Assist with purchasing, invoicing, travel arrangements, tracking, and submission of all related expenses and required materials to ensure compliance to division and program parameters

Supports grant administrators for all grant-related programs, placement, student issues, events, etc

Ability to maintain strict confidentiality and handle sensitive information with discretion

Excellent writing skills: the ability to draft and edit high-quality written materials and correspondence

Exceptional verbal communication skills: the ability to exercise high diplomacy, collaboration, and problem solving

Outstanding interpersonal skills: the ability to interact with diverse internal and external constituents diplomatically; ability to collaborate effectively

Perform other duties as assigned

Qualification

Budget managementGrant administrationProgram project managementEllucian ColleagueOffice 365 applicationsAdobe Acrobat ProAnalytical skillsWriting skillsVerbal communication skillsInterpersonal skills

Required

High School or equivalent

1 year of experience providing administrative and fiscal support

Ability to maintain strict confidentiality and handle sensitive information with discretion

Excellent writing skills: the ability to draft and edit high-quality written materials and correspondence

Exceptional verbal communication skills: the ability to exercise high diplomacy, collaboration, and problem solving

Outstanding interpersonal skills: the ability to interact with diverse internal and external constituents diplomatically; ability to collaborate effectively

Ability to meet constant deadlines and to use analytical and problem-solving skills in a diplomatic, but assertive, manner

Must be willing to work additional hours, especially in times of peak activity

Preferred

Bachelor degree and 3 years of experience providing administrative, and fiscal support; or an equivalent combination of education and related experience

Experience in management and supervision required

Ellucian Colleague and Ad Astra experience preferred

Knowledgeable in all aspects of college policy, including expertise of curricula, courses, and sequencing

Experience in Office 365 applications (Word, Excel, Outlook, Teams, OneDrive, etc.)

Experience in Adobe Acrobat Pro

Possesses internet and digital literacy skills, including webpage applications and maintenance

Ability to operate a personal computer, electronic mail, multiline telephone system including voicemail, copier, Scantrons, fax machine, calculator, LaserJet and DeskJet printers and scanner