Program Manager, Records & Planning

Job description

Posting Details

Position Information

Posting NumberS140660Position TitleProgram Manager, Records & PlanningDepartmentWorkforce EducationDivisionAcademic AffairsClassificationSupport StaffFLSA ClassificationNon-ExemptUnion/Non UnionUnionFull Time / Part Time? Full TimeHours per week40Temporary? No Posting Detail Information

Posting Date06/10/2019Closing Date07/15/2019Open Until FilledNoSpecial Instructions to Applicants

For full consideration, unofficial transcripts for the required degree (if applicable) must be attached and submitted at the time of application.

All offers of employment are contingent upon the following:

• Post-offer, satisfactory results of pre-employment background check
• Post-offer, satisfactory results of pre-employment Drug Screening for employees that are new to the College
• Post-offer, satisfactory results of pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Advertising Summary

Would you like to work for one of the first choices of employment?

Do you want to be part of a strategic organization?

One that prides itself on educating our future workforce.

Tucked in the middle of a wildlife preserve, bridging the banks of a lake and surrounded by its own Arboretum, Joliet Junior College is an educational community that embraces diversity and promotes personal growth. Each year, more than 35,000 students find the diverse, comprehensive high quality educational experience they are looking for at JJC. We hope that you will take a few minutes to explore the job opportunities we have available and consider becoming a part of this experience.

The recruitment of qualified and diverse faculty and staff is the cornerstone of JJC’s commitment to an innovative, collaborative and inclusive educational community. At JJC, we respect the wealth of knowledge and experience each of our employees brings to the workplace. The college supports this commitment by providing full-time employees with a comprehensive benefits package for our full-time employees including:

Blue Cross Blue Shield of Illinois (employee & family)


Flexible Spending Account

403(b) and 457(b) option for pre-tax retirement savings

Joliet Junior College Tuition Assistance (employee & family)

Long Term Disability

Life Insurance & a comprehensive leave plan including:

•Federal holidays

Link to Human Resources website

Job Description

STATUS:Full Time
DEPARTMENT:Workforce Education
DIVISION:Academic Affairs
UNION:Support and Technical
REPORTS TO:Director, Workforce Education
PLACEMENT:Support Staff Grade 8
MINIMUM SALARY:$47,541 annually

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

The Workforce Education department Records and Planning Program Manager is responsible for maintaining the department’s budgets, preparing and maintaining schedules. Maintains and enhances the department web pages and functions; maintains student files according to funding source requirements; supervises clerical staff, and works closely with the Director and professional staff of the department to ensure coordinated services and timely communication between offices.

1.Monitor and compile updates of financial resources of the Department of Adult Education and Literacy (DAEL). Maintain and safeguard all budgets, fiscal records and documentation pertaining to grants and funding sources. Work closely with the Director in preparing, submitting, allocating budgets of the Department.
2.Oversee the preparation and issuance of all contracts for full and part time staff of the DAEL, including cancellation and re-issuance of contracts, payroll submission and attendance monitoring as needed.
3.Assist with maintaining ICCB grant programs’ capital asset records and auxiliary, budget and general accounting issues as necessary.
4.Assume responsibility for leading and supervising clerical/support staff. Ensure accurate compilation and submission of all data for local, state and federal funding agencies, college offices/departments, etc., including DAIS-I, VEDA, and Datatel/Colleague data entry, monitoring, review, and reporting
5.Monitor enrollment, retention, and other reports of the programs within the department, and provide written reports and updates to the director and appropriate staff as needed/requested.
6.Maintain a complex system for project and program management. Provide charts and timelines for grants and projects to ensure timely completion of projects, programs, reports, etc.
7.Provide assistance during the ICCB grant program’s year-end closing process and annual audits.
8.Participate in department administrative and staff meetings. Provide updates on enrollments, outcomes, projects, etc.
9.Organize and coordinate all special events of the division such as the Graduation, Awards Banquets and special events and ceremonies.
10.Prepare department class schedules, recruitment/retention materials, forms, etc. Maintain, update and/or enhance department web pages and functions.
11.Maintain working relationships with college offices and functional areas to promote efficiency and effectiveness in performing duties.
12.Ensure accuracy and updating of the curriculum and course data files. Monitor approved courses and course approval with college and state offices. Review course master list, make corrections and communicate with college offices.
13.Participate in achieving department and college goals and objectives.
14.Assume other duties as may be assigned.

1.Bachelor’s degree in Business, Human Resources, Computers or related field.
2.Three (3) years of professional work experience.
3.Strong organizational and project management skills.
4.Strong oral and written communication skills.
5.Ability to work independently and successfully handle multiple priorities and projects.
6.Adept with figures, ability to make mathematical calculations, basic bookkeeping.
7.Experience in the supervision and training of office personnel.

1.Three (3) years of experience in education and/or grant bookkeeping and reporting
2. Two (2) years of recent experience working with grants.
3.Prior experience in Ellucian software.
4.Prior experience working in an educational environment.

1.Normal office physical demands.
2.Ability to travel between campus locations and in state

1.Duties and performed indoors in the usual office environment.

Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.

Application Procedures: “Apply to this Job at”

All offers of employment are contingent upon the following:
• Satisfactory results of a background check
• Post-offer, pre-employment Drug Screening for employees that are new to the College
• Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Joliet Junior College is an equal opportunity/affirmative action college supporting diversity.

Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in “on campus” student housing is available at the JJC Police Department website :

If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses.
This information is required by law and is made available by the Joliet Junior College Police Department.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a Bachelor’s degree (or higher) in Business, Human Resources, Computers or related field?
    • Yes
    • No
  2. * Do you have at least three (3) years of professional work experience?
    • Yes
    • No
  3. * Please briefly tell us how you've used strong organizational skills and project management skills to be successful in your current or previous roles?We ask that you limit your response to no more than four sentences and if you do not have experience with this, type 'none'.

    (Open Ended Question)

  4. * Are you able and willing to work independently while handling multiple priorities?
    • Yes
    • No
  5. * In no more than four sentences please briefly tell us about your experience with bookkeeping, accounting and other mathematical calculation functions.If you do not have experience with this, type 'none'.

    (Open Ended Question)

  6. * Do you have any experience supervising and training office personnel?
    • Yes
    • No
  7. * Do you have at least three (3) years of experience in education and/or grant bookkeeping and reporting?
    • Yes
    • No
  8. * Do you have any prior experience working with Ellucian software?
    • Yes
    • No
  9. * Do you have any prior experience working in an educational environment?
    • Yes
    • No
  10. * Do you have at least two (2) years of recent experience working with grants?
    • Yes
    • No
Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
  3. Unofficial Transcripts
  4. List of References
Optional Documents
  1. Other Document




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Job No:
Posted: 7/15/2019
Application Due: 7/16/2019
Work Type: