What are the responsibilities and job description for the Workforce Solutions and Continuing Education Operations Manager position at Hagerstown Community College?
Brief Description
SUMMARY STATEMENT
The Workforce Solutions and Continuing Education (WSCE) Operations Manager ensures the efficient and effective management of data-centric information and services to support the educational mission and strategic goals of the department and the college. The Operations Manager is responsible for maintaining contract and public course inventory in conjunction with the Maryland Higher Education Commission (MHEC) regulations; overseeing related audits/student course completions; scheduling for WSCE courses and events, and coordinating and maintaining electronic WSCE document storage. The WSCE Operations Manager is responsible for entering course information into Colleague, billing for contract training, course and event scheduling in Ad Astra Software, Instant Enrollment processes and coordinating with Planning and Institutional Effectiveness (PIE) on data set up and collections. This position may also be asked to serve as a project manager for various projects, including but not limited to implementation of new software and systems
ORGANIZATIONAL RELATIONSHIPS
Gather course information from WSCE staff to build the WSCE term schedules. Works with program managers ensure correct course information is entered into Colleague.
Responsible for coordinating with WSCE staff in verifying data integrity and ensuring accuracy of information for data entry, schedule production, registration, and state and college reporting, while adhering to MHEC requirements.
Ensure accuracy of all WSCE course information, pricing into Colleague and courses are displaying in Ad Astra, Instant Enrollment and the WSCE Website.
Responsible for all data entry and data integrity ensuring accuracy of WSCE related information with the college’s ERP system including course, sections, billing and program data.
Review Ad Astra for any scheduling conflicts and coordinate with Academic Specialist to resolve any room conflicts.
Creates new Programs, Courses, and Section numbers in Colleague.
Submit CC10 information into MHEC secure data system. Ensure compliance with Maryland Higher Education Commission (MHEC) by established deadlines.
Track, record and submit all state-compliant reporting requirements by established deadlines.
Assign rooms for the Merle Elliott Conference Center and Bowman Training Center for scheduled and contract training courses/programs.
Investigate registration problems associated with course/section data entry, incorrect billing of students, transfers, refunds and Instant Enrollment issues. Suggests steps that can be performed to correct a system problem.
Oversee testing of all functions (data entry, reporting registration) of Colleague related to upgrades or changes in system for WSCE.
Oversee training of WSCE staff on the college’s database system and act as liaison with IT and the vendor to resolve issues. Maintain and update Operations procedure documentation, as needed. Plan, coordinate and lead trainings for new and existing staff in new and changing operational functions, as well as leading monthly meetings for all WSCE support staff. Provides ongoing, post-training guidance, troubleshooting, and solution design for all WSCE staff as Operations point of contact.
Submit WSCE billing to Finance for invoicing.
Sets up course numbers and billing information for Contract Training programs.
Submit billing to Finance for Corrections Academy, online training and other special programs.
Coordinate with finance to troubleshoot any billing errors.
Maintain internal database with Contract Training Information.
Data Reporting
Serve as Maryland Community Colleges Association of Continuing Education and Training (MCCACET) Data Champion and takes lead on annual reports due to this affinity group.
Collaborate with the Planning and Institutional Effectiveness (PIE) Department by providing data and assuring accuracy of WSCE reporting and WSCE statistics.
Collaborate with PIE staff to gather information and submit MCCACET reports on time.
Attends Operations Affinity groups to understand needed data for statewide reports and to learn statewide best practices.
Coordinate with the Executive Assistant to the Vice-President of Academic Affairs to support the HCC/HR Department in formalizing the bi-annual Affordable Care Act report.
Represent WSCE on internal and external committees, fostering collaboration and engagement.
Assist the Dean of WSCE with special projects and strategic initiatives as needed.
Serve as the main customer service contact for online programs primarily Ed2Go and Cengage and other vendors.
Listed as contact for WSCE online courses.
Provides customer service to students interested in programs.
Sets up course numbers for online course.
Works with Finance on payment for online courses.
Other duties as assigned
Requirements
EDUCATION AND EXPERIENCE
Bachelor’s Degree in field appropriate to job responsibilities; Master’s degree preferred. General knowledge of information systems management and computer software; Minimum of three years of experience in a higher education or related workforce industry and knowledge of MHEC policies and state law governing noncredit programming preferred. Strong analytical abilities
Skills And Abilities
Excellent internal customer service skills, record keeping; organizational and writing skills; attention to detail and proofreading; ability to communicate with tact and diplomacy and to establish good working relationships with staff and students. Ability to maintain strict confidentiality; Regular attendance is a requirement of this position. Performs all duties while considering the impact of any actions on the college’s sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.
WORKING ENVIRONMENT
Normal office environment; numerous interruptions; minimum lifting is required with this position.
Summary
APPLICATION DEADLINE
This position is considered open until filled. Applications will continue to be accepted until the position is filled and considered closed.
The College seeks to hire the best qualified candidate for each position. To support this philosophy and objective, the Human Resource Department provides a process to allow for a comprehensive search of candidates, inclusive of internal and external applicants.
SUMMARY STATEMENT
The Workforce Solutions and Continuing Education (WSCE) Operations Manager ensures the efficient and effective management of data-centric information and services to support the educational mission and strategic goals of the department and the college. The Operations Manager is responsible for maintaining contract and public course inventory in conjunction with the Maryland Higher Education Commission (MHEC) regulations; overseeing related audits/student course completions; scheduling for WSCE courses and events, and coordinating and maintaining electronic WSCE document storage. The WSCE Operations Manager is responsible for entering course information into Colleague, billing for contract training, course and event scheduling in Ad Astra Software, Instant Enrollment processes and coordinating with Planning and Institutional Effectiveness (PIE) on data set up and collections. This position may also be asked to serve as a project manager for various projects, including but not limited to implementation of new software and systems
ORGANIZATIONAL RELATIONSHIPS
- The WSCE Operations Manager reports directly to and is responsible to Dean of WSCE and works closely with the WSCE program managers and staff.
- The WSCE Operation Manager collaborate routinely with IT staff to ensure efficient data processes, Informer reporting, and online Instant Enrollment registration activities.
- The WSCE Operations Manager coordinates most closely Finance, Planning and Institutional Effectiveness (PIE), Digital Services, Information Technology, and Academic programs.
Gather course information from WSCE staff to build the WSCE term schedules. Works with program managers ensure correct course information is entered into Colleague.
Responsible for coordinating with WSCE staff in verifying data integrity and ensuring accuracy of information for data entry, schedule production, registration, and state and college reporting, while adhering to MHEC requirements.
Ensure accuracy of all WSCE course information, pricing into Colleague and courses are displaying in Ad Astra, Instant Enrollment and the WSCE Website.
Responsible for all data entry and data integrity ensuring accuracy of WSCE related information with the college’s ERP system including course, sections, billing and program data.
Review Ad Astra for any scheduling conflicts and coordinate with Academic Specialist to resolve any room conflicts.
Creates new Programs, Courses, and Section numbers in Colleague.
Submit CC10 information into MHEC secure data system. Ensure compliance with Maryland Higher Education Commission (MHEC) by established deadlines.
Track, record and submit all state-compliant reporting requirements by established deadlines.
Assign rooms for the Merle Elliott Conference Center and Bowman Training Center for scheduled and contract training courses/programs.
Investigate registration problems associated with course/section data entry, incorrect billing of students, transfers, refunds and Instant Enrollment issues. Suggests steps that can be performed to correct a system problem.
Oversee testing of all functions (data entry, reporting registration) of Colleague related to upgrades or changes in system for WSCE.
Oversee training of WSCE staff on the college’s database system and act as liaison with IT and the vendor to resolve issues. Maintain and update Operations procedure documentation, as needed. Plan, coordinate and lead trainings for new and existing staff in new and changing operational functions, as well as leading monthly meetings for all WSCE support staff. Provides ongoing, post-training guidance, troubleshooting, and solution design for all WSCE staff as Operations point of contact.
Submit WSCE billing to Finance for invoicing.
Sets up course numbers and billing information for Contract Training programs.
Submit billing to Finance for Corrections Academy, online training and other special programs.
Coordinate with finance to troubleshoot any billing errors.
Maintain internal database with Contract Training Information.
Data Reporting
Serve as Maryland Community Colleges Association of Continuing Education and Training (MCCACET) Data Champion and takes lead on annual reports due to this affinity group.
Collaborate with the Planning and Institutional Effectiveness (PIE) Department by providing data and assuring accuracy of WSCE reporting and WSCE statistics.
Collaborate with PIE staff to gather information and submit MCCACET reports on time.
Attends Operations Affinity groups to understand needed data for statewide reports and to learn statewide best practices.
Coordinate with the Executive Assistant to the Vice-President of Academic Affairs to support the HCC/HR Department in formalizing the bi-annual Affordable Care Act report.
Represent WSCE on internal and external committees, fostering collaboration and engagement.
Assist the Dean of WSCE with special projects and strategic initiatives as needed.
Serve as the main customer service contact for online programs primarily Ed2Go and Cengage and other vendors.
Listed as contact for WSCE online courses.
Provides customer service to students interested in programs.
Sets up course numbers for online course.
Works with Finance on payment for online courses.
Other duties as assigned
Requirements
EDUCATION AND EXPERIENCE
Bachelor’s Degree in field appropriate to job responsibilities; Master’s degree preferred. General knowledge of information systems management and computer software; Minimum of three years of experience in a higher education or related workforce industry and knowledge of MHEC policies and state law governing noncredit programming preferred. Strong analytical abilities
Skills And Abilities
Excellent internal customer service skills, record keeping; organizational and writing skills; attention to detail and proofreading; ability to communicate with tact and diplomacy and to establish good working relationships with staff and students. Ability to maintain strict confidentiality; Regular attendance is a requirement of this position. Performs all duties while considering the impact of any actions on the college’s sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.
WORKING ENVIRONMENT
Normal office environment; numerous interruptions; minimum lifting is required with this position.
Summary
APPLICATION DEADLINE
This position is considered open until filled. Applications will continue to be accepted until the position is filled and considered closed.
The College seeks to hire the best qualified candidate for each position. To support this philosophy and objective, the Human Resource Department provides a process to allow for a comprehensive search of candidates, inclusive of internal and external applicants.
