Operations Manager for Continuing Education

Mar 09, 2018
Institution Type
Community College

Operations Manager for Continuing Education

Portland Community College

Requisition Number: 09356

Location: Southeast Campus

Address: 2305 SE 82nd and Division, Portland, OR

Hours of Work: Other

Position Status: Management; Level K; Full-time; Exempt

Starting Salary Range: Minimum $66,472 to range mid-point of $81,428. Placement generally will not exceed the mid-point, based on qualifications, experience and internal equity. (Full Range is $66,472 to $96,383)

Job Close Date: For best consideration, apply by 04/5/2018

Job Summary:
Under the direction of the Operations Director for Continuing Education, manages and administers aspects of the Continuing Education programs that includes collaborating with a team of management professionals to oversee overall program design, development, and implementation for District-wide programs. This position oversees between 6 - 10 classified, administrative professionals and a number of casual employees that are part of a larger operations team that supports continuing education throughout the PCC district. Continuing education is comprised of the following programs: Community Education, Institute for Health Professionals, Professional Development and Training, Customized Training, and the Small Business Development Center. One of the primary responsibilities for this position is facility management and procurement of educational spaces by managing the art room, dark room, ceramics studio, and Community Kitchen at the Southeast Campus and oversees procurement of more than 100 educational spaces throughout the PCC district.

Continuing Education is restructuring to streamline operations and position for program growth and this position is a key to our success.

PCC Benefits

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Long-term Disability, Long-term Care, and Auto and Home Insurance programs.
PCC currently fully funds the Oregon Public Employers Retirement System (PERS) pension and contributes an additional 6% into the employee's Individual Account Program under PERS. PCC also provides a 2% contribution to a 403(b) account for eligible management personnel. PCC offers a tax deferred annuity program and a deferred compensation program where employees may save additional pre-tax dollars for retirement.

Paid Leave:
14.67 hours of Vacation leave per month
1 day of Sick Leave per month
11 Holidays
3 additional Personal Leave days per year

Additionally, PCC provides a tuition waiver for you, your spouse/domestic partner, and children under 24 years of age, as well as tuition reimbursement for full-time employees at other accredited institutions.

Manages the day-to-day operations of aspects of Continuing Education Programs which serve the non-credit and many professional development educational needs of the PCC service district.

Coordinates class/event logistics (including negotiating and securing space at off-site locations, managing the registration process, canceling classes/events and contacting participants).

Supervises academic professionals, paraprofessionals, technical/support, and/or classified staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.

Participates in developing, planning, and implementing goals, objectives, strategies, policies, and procedures for assigned moderately complex program.

Participates in analyzing data and assessing needs and opportunities.

Advises students, faculty, and staff on a variety of issues related to assigned programmatic area.

Manages grant programs in assigned area of responsibility, which includes: applying for grants, monitoring compliance with grant conditions and terms, maintaining intake and accountability procedures, evaluating grants for program applicability, maintaining grant records, and/or performing other related activities.

Analyzes, reviews, and develops administrative and programmatic systems and procedures to ensure effectiveness of programs and compliance with internal and external requirements.

Develops, recommends, and administers policies, procedures, and processes in support of departmental operations; implements and monitors compliance with approved policies, procedures, and processes.

Collects and analyzes a variety of complex data and information. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.

Participates in/on a variety of meetings, committees, task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate; represents the District on Local, State, and National committees, advocacy groups, and/or other related groups; confers with a variety of governmental agencies and other organizations regarding program issues.

Develops, implements, and monitors program budget, ensuring compliance with applicable fiscal restraints; implements and allocates resources following budget approval; approves expenditures.

Develops and administers variety of administrative documents, which may include: Requests for Proposals, Requests for Quotes, service provider contracts, procedural guidelines, proposal applications, grants, and/or other related documents.

Prepares and delivers presentations regarding assigned program; facilitates meetings on program services and issues; attends professional conferences and training sessions.

Serves as a liaison with other departments and students within the College in order to provide information on available resources, programs, and/or services.

Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications:
Minimum Qualifications
To be considered for this position, your application materials must show how you meet the following requirements:

Note: Experience requirements use full-time equivalent

Bachelor's degree in Education, a Career and Technical Education, Adult Education, Social Science, Education Administration, Educational Leadership, Counseling, Rehabilitation, Accounting, Finance, Business Administration or related field (relevant experience may substitute for the degree requirement on a year-for-year basis).

Three years progressively responsible experience related to area of assignment, including two years of supervisory experience.

Knowledge of:
- Supervisory principles;
- Grant management principles and practices;
- Advanced principles and practices in assigned programmatic area;
- Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes;
- Public relations principles;
- Budget administration principles;
- Marketing principles;
- Grant and/or contract administration principles;
- Analytical methods and techniques;
- Area resources;
- Needs assessment methods;
- Fiscal accounting principles;
- Strategic planning principles;
- Program/project management principles and techniques.

Demonstrated Skill in:
- Supervising subordinate staff;
- Interpreting and applying applicable laws, rules, and regulations;
- Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals;
- Preparing and administering budgets;
- Managing, marketing, and promoting programs;
- Planning and implementing program components;
- Compiling and analyzing data;
- Conducting needs analysis;
- Preparing, managing, and administering grants and/or contracts;
- Speaking in public;
- Conducting outreach activities;
- Preparing collateral and marketing materials;
- Developing strategic plans;
- Interpreting complex documents;
- Analyzing the applicability and/or value of the implementation of emerging trends and/or services;
- Assessing the consequences and outcomes of program initiatives;
- Ensuring compliance with applicable internal and external program requirements;
- Monitoring legal and regulatory changes;
- Maintaining confidentiality;
- Analyzing processes and making recommendations for improvement;
- Researching, analyzing, and applying relevant information to the development of departmental processes and programs;
- Coordinating activities with other internal departments and/or external agencies;
- Preparing a variety of reports related to operational activities, including statistical analysis;
- Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
- Utilizing computer technology used for communication, data gathering and reporting;
- Communicating effectively through oral and written mediums.

Special/Preferred Qualifications:
Preferred Qualifications
These qualifications and characteristics are critical to success in this important role at PCC. Please respond to how you meet Preferred Qualifications numbers 1 to 4: (see "required questions" at the bottom of this page.

1.Experience creating and implementing systems for process management.
2. Experience leading teams, and training, coaching, and supervising employees.
3. Experience budgeting, prioritizing, and forecasting revenues and expenses, written narratives, and presentations in a self-sustaining budgetary environment.
4.Demonstrates ability to use professional judgment while working independently as well as within a hierarchy while adhering to and administering guidelines and policies.

5. Consideration will be given to applicants with additional education beyond the minimum qualifications.
6. Experience in Higher Education or a public organization.
7. Experience building relationships and collaborating with groups of diverse people to resolve issues, requests, and concerns in a positive and professional manner.

Additional Posting Information:
To apply for this position, please submit:
1. Responses to the "Required Questions" below(attach document)*
2. Completed online application
3. Cover Letter (attach document)* Please state how you meet the minimum and preferred qualifications.
4. Current Resume (attach document)*

* When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats.

Applicants selected for further consideration may be asked to complete a supplemental questionnaire.

Notes to Applicant:

- Upon hire candidate will be required to provide official transcripts for all degrees earned.

- Applicants selected for hire will be required to pass a criminal background check as a condition of employment.

- Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.

- As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

Documents that must be associated with this posting:
Cover Letter
Responses to Required Questions

Documents which can be associated with this posting:

Full Time/Part Time: Full Time

How to Apply
For complete job description and application instructions, visit: jobs.pcc.edu

As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.


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