What are the responsibilities and job description for the Ohio Code Scholar Operations Support Coordinator position at Southern State Community College?
Southern State is committed to its mission to provide accessible, affordable and high quality education to people in southern Ohio. The college values honesty and integrity in all endeavors, tolerance for different ideas, respect for all individuals and excellence and creativity in the pursuit of knowledge.
CLASSIFICATION TITLE: Ohio Code Scholar Operations Support Coordinator
EMPLOYMENT STATUS: Full-time
FLSA STATUS: Non-Exempt
REPORTS TO: Executive Director of Workforce Development
DIVISION: Workforce Development
CAMPUS: Central Campus
DISTINGUISHING JOB CHARACTERISTICS
The Operations Support Coordinator works directly with the Executive Director of Workforce Development, supporting projects and initiatives within the scope of work, including but not limited to the Ohio Code Scholar program. The individual in this role will work with faculty, staff, students, and the public, representing the organization with professionalism, efficiency, and confidentiality. This position requires a high level of administrative organization, attention to detail, competency in project management, and budget administration. Employment is contingent upon ongoing grant funding and performance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must perform essential duties to the expected performance standards. Reasonable accommodations are made as required for persons who are disabled under the Americans with Disabilities Act.
Maintain a program database for the Ohio Code Scholar program, including student information and details about participating districts.
Registration and program support for non-credit trainings – working with students, contractors, and other support teams for successful trainings and events.
Assist in organizing and planning programs associated with the Ohio Code Scholar program and Workforce Development, including special event planning and coordination, workshops, seminars, or other gatherings.
Provide event support, including necessary facilities, equipment, and contractor reservations for workshops and celebrations. Assist with on-site check-in, setup, and cleanup. Coordinate with vendors, caterers, and guest speakers.
Input and manage program participation data and provide reports as required. Assist in preparing summary reports for program surveys. Compile results for the program evaluation and reporting at the direction of the Directors.
Will be required to gather quotes, order materials, ship to the correct address, store ordered equipment, and work through the procurement and accounts payable process.
Assist in preparing grant applications or compliance reports; organize files, maintain records, and handle confidential information.
Manage the Executive Director’s calendar and schedule meetings as required; monitor incoming communications (email, telephone, and text messages) and manage information desk activities as needed.
Identify process improvements to save time and resources, keeping both the Ohio Code Scholar program and Workforce Development projects and events running on schedule.
Maintains positive public relations with students, parents, the general public, and other internal and external job contacts. Provides routine information and answers general questions.
Collects and maintains data relevant to the participation, satisfaction, and outcomes of students and schools participating in the Ohio Code Scholar program and other related workforce development initiatives.
Works assigned schedule (including early mornings and evenings as needed). Exhibits regular and predictable attendance and works as required to meet workload demands. It will require occasional travel.
Maintains confidentiality of records and information.
OTHER DUTIES AND RESPONSIBILITIES
Supports the Executive Director of Workforce Development and the Ohio Code Scholar Directors/program; and performs other related duties as required.
SCOPE OF SUPERVISION
None
EQUIPMENT OPERATED
Computer; printer; calculator; copier; telephone; and other standard office equipment.
CONFIDENTIAL DATA
Student and other information covered by FERPA guidelines and agreed to in the College’s FERPA Confidentiality Agreement; and confidential or sensitive information included in the College’s ERP system; confidential salary data and other confidential data included in graduate surveys.
WORKING CONDITIONS
Good general office working conditions with minimal travel requirements
USUAL PHYSICAL DEMANDS
The following physical demands are typically used to perform this job’s essential duties and responsibilities. They are not qualification standards; rather, they may be used to help the College, employee, or applicant identify where and how reasonable accommodations may be made when an otherwise qualified person is unable to perform the job’s essential duties due to an ADA disability.
While performing the duties of this job, the employee regularly exhibits manual dexterity when working on the computer, performing production typing and performing other related tasks, and regularly talks and hears when working with students and the general public. The employee frequently sits for extended periods, and occasionally stands and walks. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing or reading a computer screen.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: general office administration practices, including record keeping, scheduling, and correspondence; Microsoft Office Suite, plus comfort with learning new software; basic office equipment; customer service principles and techniques for working with diverse populations; FERPA regulations and across the board confidentiality; working within a budget including purchasing and procurement processing; strong written communication; event coordinating; and data entry and database management.
Ability to: work under the general direction of the Executive Director of Workforce Development and meet deadlines and priorities; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently; exhibit attention to detail; prioritize tasks and meet deadlines with minimal supervision; strong written and verbal communication availabilities, including professional correspondence and accurate recordkeeping; proficiency with office technology and software, including word processing, spreadsheets, database and scheduling systems; ability to shifting priorities and anticipate needs before they arise; tracking of a budget; placing orders and working through a accounts payable system; collaborative mindset with the ability to work effectively with colleagues at all levels of the organization; apply ethical standards to work situations; make work decisions in accordance with SSCC’s values; show respect and sensitivity for cultural differences, and promote an harassment-free environment; embrace and support constructive change; work efficiently and effectively to improve college operations; consistently follow safety and security procedures and practices; develop and maintain effective working relationships with students, learning community, associates and general public; contribute toward building a positive team working environment; treat others with respect as representative of SSCC.
Skilled in: Calendar management and meeting scheduling; filing, data entry, and document management; preparing reports, memos, and correspondence; coordinating travel arrangements and event logistics; switchboard operations; proficient in Microsoft Office Suite and Google Docs; database entry; familiarity with office equipment; ability to learn and adapt to new software systems quickly; professional phone and email etiquette; ability to draft clear, concise, and accurate documents; friendly, professional demeanor with all stakeholders; collaborative mindset; tactfulness; and problem solving.
QUALIFICATIONS
An appropriate combination of education, training, coursework, and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities.
The preferred candidate would have an Associate’s Degree and one year of related experience. Applicant must successfully pass required background checks in accordance with Southern State Community College’s policies and procedures and applicable laws. Ability to document identity and employment eligibility as a condition of employment in compliance with Immigration Reform and Control Act requirements.
LICENSURE OR CERTIFICATION REQUIREMENTS
None.
Southern State is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.
CLASSIFICATION TITLE: Ohio Code Scholar Operations Support Coordinator
EMPLOYMENT STATUS: Full-time
FLSA STATUS: Non-Exempt
REPORTS TO: Executive Director of Workforce Development
DIVISION: Workforce Development
CAMPUS: Central Campus
DISTINGUISHING JOB CHARACTERISTICS
The Operations Support Coordinator works directly with the Executive Director of Workforce Development, supporting projects and initiatives within the scope of work, including but not limited to the Ohio Code Scholar program. The individual in this role will work with faculty, staff, students, and the public, representing the organization with professionalism, efficiency, and confidentiality. This position requires a high level of administrative organization, attention to detail, competency in project management, and budget administration. Employment is contingent upon ongoing grant funding and performance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must perform essential duties to the expected performance standards. Reasonable accommodations are made as required for persons who are disabled under the Americans with Disabilities Act.
Maintain a program database for the Ohio Code Scholar program, including student information and details about participating districts.
Registration and program support for non-credit trainings – working with students, contractors, and other support teams for successful trainings and events.
Assist in organizing and planning programs associated with the Ohio Code Scholar program and Workforce Development, including special event planning and coordination, workshops, seminars, or other gatherings.
Provide event support, including necessary facilities, equipment, and contractor reservations for workshops and celebrations. Assist with on-site check-in, setup, and cleanup. Coordinate with vendors, caterers, and guest speakers.
Input and manage program participation data and provide reports as required. Assist in preparing summary reports for program surveys. Compile results for the program evaluation and reporting at the direction of the Directors.
Will be required to gather quotes, order materials, ship to the correct address, store ordered equipment, and work through the procurement and accounts payable process.
Assist in preparing grant applications or compliance reports; organize files, maintain records, and handle confidential information.
Manage the Executive Director’s calendar and schedule meetings as required; monitor incoming communications (email, telephone, and text messages) and manage information desk activities as needed.
Identify process improvements to save time and resources, keeping both the Ohio Code Scholar program and Workforce Development projects and events running on schedule.
Maintains positive public relations with students, parents, the general public, and other internal and external job contacts. Provides routine information and answers general questions.
Collects and maintains data relevant to the participation, satisfaction, and outcomes of students and schools participating in the Ohio Code Scholar program and other related workforce development initiatives.
Works assigned schedule (including early mornings and evenings as needed). Exhibits regular and predictable attendance and works as required to meet workload demands. It will require occasional travel.
Maintains confidentiality of records and information.
OTHER DUTIES AND RESPONSIBILITIES
Supports the Executive Director of Workforce Development and the Ohio Code Scholar Directors/program; and performs other related duties as required.
SCOPE OF SUPERVISION
None
EQUIPMENT OPERATED
Computer; printer; calculator; copier; telephone; and other standard office equipment.
CONFIDENTIAL DATA
Student and other information covered by FERPA guidelines and agreed to in the College’s FERPA Confidentiality Agreement; and confidential or sensitive information included in the College’s ERP system; confidential salary data and other confidential data included in graduate surveys.
WORKING CONDITIONS
Good general office working conditions with minimal travel requirements
USUAL PHYSICAL DEMANDS
The following physical demands are typically used to perform this job’s essential duties and responsibilities. They are not qualification standards; rather, they may be used to help the College, employee, or applicant identify where and how reasonable accommodations may be made when an otherwise qualified person is unable to perform the job’s essential duties due to an ADA disability.
While performing the duties of this job, the employee regularly exhibits manual dexterity when working on the computer, performing production typing and performing other related tasks, and regularly talks and hears when working with students and the general public. The employee frequently sits for extended periods, and occasionally stands and walks. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing or reading a computer screen.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: general office administration practices, including record keeping, scheduling, and correspondence; Microsoft Office Suite, plus comfort with learning new software; basic office equipment; customer service principles and techniques for working with diverse populations; FERPA regulations and across the board confidentiality; working within a budget including purchasing and procurement processing; strong written communication; event coordinating; and data entry and database management.
Ability to: work under the general direction of the Executive Director of Workforce Development and meet deadlines and priorities; exhibit a pleasant public manner and telephone etiquette; originate correspondence; work independently; exhibit attention to detail; prioritize tasks and meet deadlines with minimal supervision; strong written and verbal communication availabilities, including professional correspondence and accurate recordkeeping; proficiency with office technology and software, including word processing, spreadsheets, database and scheduling systems; ability to shifting priorities and anticipate needs before they arise; tracking of a budget; placing orders and working through a accounts payable system; collaborative mindset with the ability to work effectively with colleagues at all levels of the organization; apply ethical standards to work situations; make work decisions in accordance with SSCC’s values; show respect and sensitivity for cultural differences, and promote an harassment-free environment; embrace and support constructive change; work efficiently and effectively to improve college operations; consistently follow safety and security procedures and practices; develop and maintain effective working relationships with students, learning community, associates and general public; contribute toward building a positive team working environment; treat others with respect as representative of SSCC.
Skilled in: Calendar management and meeting scheduling; filing, data entry, and document management; preparing reports, memos, and correspondence; coordinating travel arrangements and event logistics; switchboard operations; proficient in Microsoft Office Suite and Google Docs; database entry; familiarity with office equipment; ability to learn and adapt to new software systems quickly; professional phone and email etiquette; ability to draft clear, concise, and accurate documents; friendly, professional demeanor with all stakeholders; collaborative mindset; tactfulness; and problem solving.
QUALIFICATIONS
An appropriate combination of education, training, coursework, and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities.
The preferred candidate would have an Associate’s Degree and one year of related experience. Applicant must successfully pass required background checks in accordance with Southern State Community College’s policies and procedures and applicable laws. Ability to document identity and employment eligibility as a condition of employment in compliance with Immigration Reform and Control Act requirements.
LICENSURE OR CERTIFICATION REQUIREMENTS
None.
Southern State is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.