Senior Representative Talent Engagement

The Organization

Houston Community College (HCC) is an open-admission, public institution of higher education offering a high-quality, affordable education for academic advancement, workforce training, career development and lifelong learning to prepare individuals in our diverse communities for life and work in a global and technological society. We're proud to say that 98 percent of our graduates step into a job in their field of study immediately upon graduation. One of the largest community colleges in the nation, HCC has served the Greater Houston area for over four decades. Accredited by the Southern Association of Colleges and Schools, and the Schools Commission on Colleges, we offer 300+ associate degree and certificate programs to 75,000+ students across 13 Centers of Excellence and online each semester. We are proud to be No.1 among all community colleges in the nation in providing associate degrees to minorities and No.1 in educating international students, with 10.4 percent of our student population from outside the USA. Our vision is to become the Employer of Choice in support of our mission for Student Success by attracting, retaining and motivating the best employees.

The Team

Be a part of a dynamic community dedicated to providing the resources, guidance and inspiration needed to create the ultimate student experience: from registration and financial aid applications to the first time they arrive at one of our Centers of Excellence or log in to their first class, from academic success planning to providing a safe environment, and from connecting them with community networks to launching them into the career of their dreams. Make their student experience exceptional.

We are currently seeking a Sr. Representative Talent Engagement, Learning and Development, who will advance the institution's proud tradition of excellence in academics, student life and community service.

The Opportunity

You: You're an organized, action-oriented professional who enjoys providing the support that keeps an operation running smoothly.

Your mission: We'll count on you to support the instructors and management of the Learning and Development team.

Next steps: If you like variety in your work day, enjoy working with a variety of programs, possess a drive to get things done, and like playing a part in assisting others in strengthening their professional skills, apply today!

SUMMARY

Responsible for a wide variety of administrative, clerical, instructional, technical support and coordination for programs in the Talent Learning and Development department, including preparing, maintaining and storing training data in the PeopleSoft Enterprise Learning system.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Records Management:

• Maintain PeopleSoft Enterprise Learning database that includes records of training activity and tracking program participants; generate reports as requested and maintain database of course enrollees and mentors.

• Receive, process, and maintain accurate registrations, waiting lists, and class rosters for training courses, workshops, or programs.

• Maintain department electronic and paper filing systems and files.

• Issue confirmation letters, reminders, certificates, and notices as appropriate to the individual program.

2. Instructional Support:

• Schedule training facilities and classrooms at various college locations, obtains needed audio-visual equipment, sets up for meetings, conferences, training programs or other events.

• Maintain an electronic reservations system for the use of the Talent Engagement training room and equipment use such as lap tops, overhead projectors, and surface machines.

• Maintain training room and equipment maintenance. Provide appropriate instructions for the use of the equipment as needed.

• Under the direction of the program managers, coordinate activities to publicize programs and courses, including composing and distributing communication pieces such as Talent Engagement Alerts, HCC News, monthly training calendars, email reminder notices, course flyers, and other college/system announcements.

• Format Talent Engagement news items for publication.

• Monitor and maintain on-line courses.

• Load, administer, and provide reports using e-survey technology.

• Ensure process manuals are kept up to day.

3. Coordination of Programs:

• Provide information and assistance over the telephone and/or in person to other college personnel regarding Talent Learning and Development department programs and functions.

• Provide administrative support for all Talent Learning and Development programs such as New Employee Orientation, College Leadership Program, Leadership Executive Institute, and College Office Professionals Program; including, but not limited to, assembling materials, coordinating with outside vendors delivering training, identifying and providing appropriate supplies, books and materials needed for training courses, setting up rooms, and preparing course materials.

• Assist Talent Learning and Development staff members in preparing training materials or documents, such as brochures, transparencies, computerized presentations or other instructional media.

• Maintain an up-to-date listing of course materials, training documents, and other training materials needed for Talent Learning and Development department programs.

• Keep an inventory of these items and ensure adequate stock is available for use.

• Under the general direction of the program manager, review applications for specified Talent Learning and Development programs, analyze applications for accuracy and completeness, and provide answers to questions from employees about the program.

• Interpret program policy and procedures.

• Compose and generate correspondence to employees and their supervisors regarding incomplete or lack of documents on applications and applicant progress.

• Prepare and distribute notification letters to participants listing qualifying or non-qualifying information as appropriate.

• Receive grade reports, determine reimbursement eligibility, and process payment requisitions (if applicable) using PeopleSoft Finance system.

• Maintain program records, using excel spreadsheets and PeopleSoft Enterprise Learning system.

• Organize and maintain files of applications and related paperwork.

4. Administrative Support:

• Coordinate with the purchasing department to determine vendors, prepares requisitions and direct pay requests using the PeopleSoft Financial on-line requisitioning system, and follows-up on receipt.

• Maintain records of budget expenditures.

• Gather information and prepare various internal and external reports, such as annual course completion reports, based on given instructions and established policies and procedures.

• Support Director with Recordkeeping, reporting and related work.

• Inventory, order and maintain office equipment.

• Ensure responsive communications by distributing and processing mail, checking the Talent Learning and Development mailbox, check and addressing emails in the Talent Learning and Development mailbox, and answering phones.

• Recommend process improvements and monitors customer feedback as a means of enhancing service responsiveness.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform the essential duties and responsibilities listed above. The qualifications listed below are representative of the education, experience, knowledge, skills, and/or abilities required.

EDUCATION

Associate's degree required. Four (4) years of directly related work experience may be substituted in lieu of the degree.

EXPERIENCE

Three (3) years of work experience in Talent Engagement or a related area. Prior experience in a training environment is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

1. Strong oral and written communication skills;

2. Ability to maintain confidentiality;

3. Good organizational skills, attention to detail, and the ability to handle multiple projects simultaneously;

4. Good time management skills, ability to set priorities and meet deadlines;

5. Excellent customer service skills;

6. Ability to work well in a team and with all levels within the college system;

7. Skilled in Microsoft office suite products as well Adobe suite of design applications, SharePoint, and current learning management and authoring software Intermediate working knowledge of PeopleSoft software;

8. Microsoft Office Publisher experience a plus;

9. Accountability:

• Takes responsibility for own actions and accepts responsibility for decisions, actions, mistakes and for "making it right;"

• Is motivated to perform one's job in a careful, thorough way, using prescribed procedures to meet commitments;

10. Communication & Information Sharing (ALL):

• Comprehends written materials;

• Presents ideas, thoughts, and concepts clearly and concisely when writing or speaking;

• Ability to actively listen, understand, and then respond when interacting with individuals and groups;

11. Community & Good Neighbor Orientation:

• Demonstrates actions that support the community and the environment;

12. Continuous Improvement:

• Motivated to add value by finding and implementing better, more efficient and more cost-effective ways of completing work; is proactive;

13. Initiative:

• Ability to be proactive; having the energy, aptitude and motivation to begin an activity relating to personal and work objectives;

14. Learning Orientation:

• Desire to constantly learn new skills and develop competencies that will improve performance and effectiveness; desire to build deep understanding of one's work, business and role within the organization; and

15. Teamwork & Collaboration: The ability to participate and work with

others as part of a team to accomplish common goals.



Location



Houston is a city with limitless possibilities:

  • Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City's 55.
  • 145 languages are spoken here.
  • Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
  • Houston is a major-league sports town, and don't forget the annual Houston Livestock Show & Rodeo.
  • The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
  • World-renowned medical care. The Houston metro area has long been known for its first-rate health care system, with many Houston area hospitals consistently ranking among the nation's top institutions.
  • With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston's cultural scene.
  • Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.

If this sounds like the role for you and you're ready to join an amazing team, please apply right away.

It is the policy of the Houston Community College System to provide equal employment opportunities without regard to race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran's status. Individuals with disabilities, who require special accommodations to interview, should contact the Talent Engagement Office.

HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages diversity, innovation and creativity, and inclusion.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

This job description may be revised upon development of other duties and changes in responsibilities.

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