Portland Community College | Portland, Oregon

TITLE: Program Manager I

CATEGORY: Management

FLSA: Exempt

GRADE: I

JOB SUMMARY

Under the direction of a Division Dean manages and administers an assigned program, which may include program design and development, for a program that is routine in breadth and scope. Incumbents recommend and carry out operating policies and procedures with a focus in one programmatic area. Responds to inquiries from College departments, the community, and/or external agencies and may supervise administrative services professionals, paraprofessionals, and/or technical/support staff.

DISTINGUISHING CHARACTERISTICS

The Program Manager I is the first level in a three level Program Management series. The Program Manager I is distinguished from higher level Program Managers by its responsibility for programs that are narrow in scope. Programmatic areas tend to be homogeneous, requiring job knowledge in fewer areas and low to moderate complexity based on a variety of characteristics such as number of program partners and funding sources, the targeted population, number of locations, and the life cycle of the program. Impact of programs may affect a narrower student population. Because of the above outlined characteristics, programs typically have fewer resources to manage, including staff, budgets, and equipment.

TYPICAL DUTIES AND RESPONSIBILITIES

  1. Supervises academic professionals, paraprofessionals, technical/support, and/or classified staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
  2. In collaboration with the Division Dean participates in developing, planning, and implementing goals, objectives, strategies, policies, and procedures for small-scope program.
  3. Participates in analyzing data and assessing needs and opportunities.
  4. Advises students, faculty, and staff on a variety of issues related to assigned programmatic area.
  5. 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.
  6. Analyzes, reviews, and develops administrative and programmatic systems and procedures to ensure effectiveness of programs and compliance with internal and external requirements.
  7. Develops, recommends, and administers policies, procedures, and processes in support of departmental operations; implements and monitors compliance with approved policies, procedures, and processes.
  8. Collects and analyzes a variety of complex data and information. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.
  9. 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.
  10. Develops, implements, and monitors program budget, ensuring compliance with applicable fiscal restraints; implements and allocates resources following budget approval; approves expenditures.
  11. Develops a variety of administrative documents, which may include: Requests for Proposals, Requests for Quotes, service provider contracts, procedural guidelines, proposal applications, grant plan sections, and/or other related documents.
  12. Prepares and delivers presentations on program(s); facilitates meetings on program services and issues; attends professional conferences and training sessions.
  13. Serves as a liaison with other departments and students within the College in order to provide information on available resources, programs, and/or services.
  14. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

POSITION SPECIFIC DUTIES AND RESPONSIBILITIES

Business, Technology & Public Service

Positions assigned to Business, Technology & Public Service may also be responsible for:

  • Scheduling classes, instructors, rooms, book delivery, and/or other related items.

  • Teaching assigned classes.

  • Coordinating professional development services and arranging for presenters. Managing community outreach efforts.

Life by Design Northwest

Positions assigned to Life by Design Northwest may also be responsible for:

  • Providing leadership and oversight for the establishment and growth of the Life by Design Northwest Program which offers a variety of workshops and coaching designed to help older adults achieve a more fulfilling life.

  • Providing staff support to a Leadership Council composed of the leaders of the primary partner organizations and college and staff administrators.

  • Establishing priorities for work assignments and ensures services are delivered in a timely and high quality manner.

Small Business Development Center (CLIMB)

Positions assigned to Small Business Development Center may also be responsible for:

  • Managing the design, development and coordination of the Small Business Development Center Business Training Program.

  • Marketing and enrollment building for all Small Business Development Center business training programs as well as assessment of curriculum, instructors, teaching methods and evaluation of business training programs at multiple locations.
STEM Center

Positions assigned to STEM Center may also be responsible for:

  • Providing leadership in planning, implementing, managing, and evaluating STEM Center programs that support the seamless transition and retention of students which are underrepresented in science, technology, engineering, and mathematics.
  • Providing instructional support as needed for K12 programming in the STEM Center.
  • Working closely with faculty and Division Deans to develop and implement STEM literacy based curriculum improvements for the College.
Student Life and Leadership Development

Positions assigned to Student Life and Leadership Development may also be responsible for:

  • Coordinating and implementing a comprehensive campus-based student leadership program including advising student government and its leaders, planning and mentoring students throughout the year and serving as supervisor to students seeking credit for their experiences on and off campus.
  • Assuring that student-sponsored events demonstrate a balanced approach in terms of education, cultural competency and community building. 

MINIMUM QUALIFICATIONS

Bachelor’s Degree Education, Adult Education, a Social Science disciplines or related area. 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 lead or supervisory experience. Successful completion of PCC LEAD Academy or a comparable external leadership training program may substitute for up to 6 months of lead or supervisory experience.

KNOWLEDGE AND SKILLS

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.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is generally performed in an office environment with frequent interruptions and irregularities in the work schedule. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.

REVISED: 10/08; 10/14

REPLACES: Program Manager I, 4/07
REAP Program Manager; Adult Basic Skills Program Manager