Plan and execute the day-to-day activities associated with the delivery of contracts, seminars, and workshops by the Workforce Solutions Division. Work closely with the Workforce Solutions Division to carry out delegated tasks creating an inviting and inclusive atmosphere for internal and external customers. Facilitate set-up, execution, and cleanup of impactful, memorable training events. Maintain meaningful and positive partnerships with vendors, caterers, clients, and instructors. Portray outstanding customer service by promoting a positive image of the college both internally and externally.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
(50%) Training Event Logistics
• Manage internal processes for contracts, seminars, and workshops including course scheduling, course payment, faculty workload and other processes as assigned. Process consultant payments, expense vouchers, and purchase requisitions. May coordinate with other college divisions as necessary.
• Administer external processes for contracts, seminars, and workshops including participant registrations, evaluations, and certificates of completion.
• Organize and execute event logistics, which may include location and room reservations, event signage, facility set-ups, technology requests, print material orders, participant communication, instructor correspondence, etc. Troubleshoot technology as needed.
• Order office and instructional supplies, catering, food and beverage, and other items necessary to the successful delivery of contract, seminar, and workshop training.
• Manage event budgets including instructor expenses, prepare reports and process invoice payments, budget transfers, and credit card reconciliations.
• Ensure accuracy of class offerings, troubleshoot, and resolve conflicts.
• Ensure the successful delivery of contracts, seminars, and workshops with Workforce Solutions team member, instructors, clients, and participants.
• Monitor financial status, reconcile financial expenses, and maintain records to support project audit and regulation requirements for all contracts and grants, supporting overall department goals.
• Create reports and presentations as needed for Workforce Solutions team.
• Develop and manage digital badges for Workforce Solutions Division.
(20%) Customer Experience
• Establish and maintain professional relationships with prospective and active participants and clients. Act as the primary point of contact for phone, email, and in-person inquiries regarding seminar and workshop offerings, registrations, etc. Delegate contract inquiries to appropriate Workforce Solutions team member.
• Facilitate the resolution of customer inquiries, complaints, or concerns regarding seminars and workshops. May support resolution of contract complaints or concerns.
(15%) Instructional Staff
• Collaborate with instructional staff to design and develop seminar and workshop curriculum. Review and approve instructional materials. Update curriculum or recommendations to instructional staff.
• Collaborate with instructional staff to identify best or most appropriate mode of event delivery, utilizing physical space in conjunction with virtual streaming, recording, and post-event on-demand viewing.
• Provide support in hiring instructional staff. Orient instructional staff on campus administrative tools, department processes and procedures, and instructional best practices.
• Proactively monitor faculty workload, providing periodic updates to Workforce Solutions Team and leaders
(15%) Other Administrative
• Maintain seminar and workshop participant databases and mailing lists.
• Prepare and submit timely and accurate course approval forms, meeting LTC course requirements and procedures. Schedule workforce development events using appropriate software, process all schedule changes, alterations to event size and location, and class cancellations
• May collaborate with Marketing to coordinate promotional items including developing catalogs, brochures, mailings, web based and social media marketing activities.
• Periodically review and revise Workforce Solutions website pages for relevancy and accuracy. Partner with Marketing to update, as necessary.
• Update and maintain Workforce Solutions information on the college’s intranet.
• Provide office management for the Workforce Solutions Division
• May collect and compile training data relating to the Midwest Consortium for Public Safety training, submit monthly reports, and prepare applicable paperwork.
• Ensure compliance of College policies and procedures.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education, Experience and/or Certificates, Licenses, Registration:
Related associate's degree or equivalent and two to three years' recent related occupational experience required.
Note: If educational/certification requirements are not met, candidates may be considered, however the expectation would be that they be met within 5 years of employment.
Certificates, Licenses, Registrations: Valid driver’s license with a reliable vehicle is required.
Other Skills and Abilities:
Customer service, problem-solving, listening, written and verbal communication. Ability to work autonomously and make decisions independently as well as within a team. Set goals, plan, organize, implement, monitor, and meet deadlines. Develop relationships with all levels of staff and outside entities. High attention to detail and accuracy. Demonstrate ability to lead, advise, and listen to resolve issues and concerns, and provide feedback. Use organizational skills to schedule, perform tasks, and manage multiple priorities effectively. Function with initiative, flexibility, and creativity in a constantly changing environment while still maintaining knowledge base of procedures and administrative systems software. Demonstrated organizational skills, interpersonal relationship building, customer service, problem solving, critical thinking, and task execution are essential skills. Exemplify college values in all staff and student interactions, as well as services delivered. Ability to establish and maintain effective working relationships and relate successfully with staff, students, and people of diverse cultural, social, or educational backgrounds. Fluent, bilingual individual is beneficial.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form. Ability to define problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Techology Skills: Be familiar with basic hardware. Working knowledge of MS Office to include Word, Excel, PowerPoint, and Access. Note taking skills required. Use and maintain a personal calendar. Navigate through Windows. Access College System Network. Understand database concepts. Send and receive attachments. Navigate through the Internet. Schedule electronic meetings. Use email to communicate. Set-up and use a laptop and printer. Access and use project management systems. Coordinate virtual training.
Physical Demands/Work Environment:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to stand, walk, sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate.
The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job.
Condition(s) of Employment:
Date Updated: 08/12/2022
Type of Position: Full Time Position