TITLE: Program Manager II
Under the direction of the Dean, Division Dean or Program Director manages and administers an assigned program, which includes overall program design and development, for a District-wide program which is moderate in scope and complexity. Responds to inquiries from College departments, the community, and/or external agencies and supervises administrative services professionals, paraprofessionals, and technical/support staff.
The Program Manager II is the second level in a three level Program Management series. The Program Manager II is distinguished from other Program Managers by its responsibility for programs that are moderate in scope and 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. Areas of responsibility are broader in scope and depth, requiring an increased job knowledge base. The impact of program activities tends to affect moderate to large, and diverse, student populations. Programs typically have moderate levels of resources to manage including staff, budgets, and equipment.
TYPICAL DUTIES AND RESPONSIBILITIES
- Supervises academic professionals, paraprofessionals, technical/support, and/or classified staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
- Develops, plans, and implements goals, objectives, strategies, policies, and procedures for assigned moderately complex program.
- Analyzes data and assesses needs and opportunities.
- Advises students, faculty, and staff on a variety of issues related to assigned programmatic area.
- 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.
- Analyzes, reviews, and develops administrative and programmatic systems and procedures to ensure effectiveness of programs and compliance with internal and external requirements.
- Develops, recommends, and administers policies, procedures, and processes in support of departmental operations; implements and monitors compliance with approved policies, procedures, and processes.
- Collects and analyzes a variety of complex data and information. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.
- 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.
- Develops, implements, and monitors program budget, ensuring compliance with applicable fiscal restraints; implements and allocates resources following budget approval; approves expenditures.
- Develops and administers variety of administrative documents, which may include: Requests for Proposals, Requests for Quotes, service provider contracts, procedural guidelines, proposal applications, grants, and/or other related documents.
- Prepares and delivers presentations regarding assigned program; facilitates meetings on program services and issues; attends professional conferences and training sessions.
- Serves as a liaison with other departments and students within the College in order to provide information on available resources, programs, and/or services.
- 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
Academic Advising Redesign Project
Positions assigned to the Academic Advising Redesign Project may also be responsible for:
Developing academic advising vision, philosophy, and guiding principles. Oversees multiple project initiatives related to process, administration, assessment, technology, and other areas.
- Establishing project work teams, convening task forces, and developing steering committees to engage affected stakeholders, distribute work, and ensure collaborative leadership through a data informed decision making process.
- Developing a data collection program and analyzing a variety of complex data and information related to advising, student retention, and other areas.
Center for Careers in Education
Positions assigned to the Center for Careers in Education may also be responsible for:
Developing, planning, and implementing goals, objectives, strategies, policies, and procedures for Center for Careers in Education programs.
- Directing the ongoing implementation of the Middle College partnership in collaboration with Portland Public Schools.
- Serving as the liaison between PCC and on-site Headstart child care services.
Positions assigned to Child Development may also be responsible for:
Operating the child care lab center.
Positions assigned to Community Education may also be responsible for:
Managing the day-to-day operations of the Community Education Program which serves the non-credit educational needs of the PCC service district.
- Coordinating class/event logistics (including negotiating and securing space at off-site locations, managing the registration process, canceling classes/events and contacting participants).
Positions assigned to Customized Training may also be responsible for:
- Marketing, selling, designing, implementing, managing, evaluating and promoting demand-driven, customized training and educational services delivered for public and private sector organizations nationally and internationally.
Instructional Support Programs
Positions assigned to Instructional Support Programs may also be responsible for:
- Overseeing and administering The Margaret Carter Skills Center, the Student Learning Center, the Writing Center, and the Technological Literacy initiative
- Performing outreach to Career Pathways, the Workforce Centers, and other job readiness and training programs
Positions assigned to Occupational Programs may also be responsible for:
Developing and negotiating agreements and contracts with training sites and for third party payments for tuition and fees of students.
Maintaining academic standards in assigned programs, in accordance with accreditation and College policies.
Providing guidance and oversight in building matters to maintain classrooms and public spaces in accordance with applicable policies.
Oregon Promise Program
Positions assigned to Oregon Promise Program may also be responsible for:
Planning, developing, directing, and supervising day-to- day operation of district-wide student retention program including student outreach/recruitment, enrollment, orientation, academic advising, career planning, retention, student transitions, and related staffing, space, materials, and supplies needs.
- Ensuring achievement of student retention and completion goals and targets. Tracking Oregon Promise student progress on a quarterly basis and assures appropriate and timely interventions to support success and progression.
- Developing, planning and monitoring messaging and communication strategies, in collaboration with Strategic Communications department and student services leadership team. Serving as point of contact and maintains communication with HECC and other state agencies/officials related to the Oregon Promise initiative.
Staff and Organizational Development
Positions assigned to Staff and Organizational Development may also be responsible for:
Championing district- wide staff and organizational development efforts which further the interests of the college.
Conduct periodic organizational assessments to better understand the collective well-being and perspective of the organization.
Student Support Services
Positions assigned to Student Services may also be responsible for:
Implementing program activities and curriculum at assigned high school and/or field trip sites.
Title III Project
Positions assigned to Workforce Development may also be responsible for:
Marketing, selling, designing, implementing, evaluating, and promoting demand-driven, customized training and educational services delivered for public and private sector organizations District-wide, statewide, nationally, and/or internationally.
Overseeing the development of assessment methods, curriculum, competencies for completion, business fees for service packages, and program evaluation methods.
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.
Minimum qualifications may vary with professional field and legal/licensure requirements:
Academic Advising Redesign Project position requires a Bachelor’s degree in administration, management, marketing, communications, or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Three years progressively responsible experience related to academic advising in post-secondary education, including two years of complex program coordination and project leadership.
Child Development position requires a Master’s degree in Early Childhood Education, Family Studies or related field. Three years progressively responsible experience related to area of assignment, including two years of supervisory experience.
Community Education, Continuing Education, Instructional Support, Occupational Programs, Student Support Services, and Workforce Development positions require a Bachelor’s degree in Education, a Career and Technical Education, Adult Education, Social Science, Education Administration, Educational Leadership, Counseling, Rehabilitation, Accounting, Finance, Business Administration or related field. 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 supervisory experience.
Oregon Promise Program position requires a Bachelor’s degree in Education, Education Administration, Counseling, Business Administration or related field. 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 complex program coordination and project leadership.
TRIO Program positions require a Master's degree in Education, Adult Education, Social Science, Education Administration, Educational Leadership, Counseling, or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Three years progressively responsible experience managing, administering, or coordinating an education program in a school setting with multiple componenets and partners. Two years of supervisory experience supervising employees.
KNOWLEDGE AND SKILLS
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;
Grant and/or contract administration principles;
Analytical methods and techniques;
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;
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.