Educational Program Coordinator
Title: Educational Program Coordinator
Exempt Status: Non-Exempt
Nature and Scope of Work
Under the direction of the educational program director, provides administrative assistance in delivering instructional services pertaining to a particular program. Incumbent coordinates registration activities, compiles schedule requests and sets up facilities, provides program/class development assistance and promotes the program workshops, classes and other activities to the target audience. Develops and maintains policies and procedures documentation for use as reference guide and in training others. Interpersonal contacts include some or all of the following: clients, students, faculty, business associations and regulatory agencies, PCC registration and other college departments and the general public. Job requires patience in communication, well-developed verbal and written skills sufficient to communicate technical and complex data. Incumbent is a key contributor to the success of the educational program. Responds to work situations with minimum guidance and may be responsible for guiding and/or reviewing the work of others.
Principal Accountabilities (includes some or all of the following)
- Promotes the program workshops, classes and other activities to the target audience and may represent the program as required at Chambers of Commerce, community groups and business fairs.
- Assesses program needs with director and others. Recommends appropriate instructors/vendors.
- Sets up classes, workshops, or seminars when appropriate; prepares and processes all related paper work.
- Develops publicity for workshops, programs and other activities and coordinates development of fliers, press releases and other media promotion to market the program.
- Prepares class information for input into PCC class schedule. Prepares schedule deck and verbiage and proof deck, meeting required timelines for schedule input.
- Assists workshop instructors in developing/maintaining their handouts, class materials and maintains master file of these materials.
- Coordinates the participation of clients/students in program activities including enrolling, monitoring attendance, and ensuring client/student completed forms are accurate and in compliance with state and federal regulations.
- Instructs clients/students regarding the regulations governing eligibility for services and assists them in applying for services.
- Processes adjunct faculty payroll data, employment authorizations, contractor documents and/or other materials necessary to meet college and regulatory agency requirements.
- Acts as liaison between contracted trainers and/or adjunct faculty and Financial Services to resolve issues involving pay. Also resolves conflicts concerning classroom and other scheduling.
- Responds to client/student inquiries concerning workshops, class and other program activities.
- Prepares written reports consisting of qualitative and quantitative data related to program activities; assists with analysis and interpretation of data.
- Coordinates data processing of class schedule file systems for adding, dropping or changing classes and instructor pay; the PCC part time faculty pay system, and other procedures using the PCC mainframe computer and other systems to ensure timely reporting.
- Prioritizes, dispatches and monitors the work of clerical staff. Ensures that program preparation and registration activities are completed in a timely manner and that deadlines are met. Provides initial training and ongoing mentoring to clerical staff.
- May order instructional materials and textbooks and oversees on-site book stock.
- Performs other related duties as assigned.
Work is generally performed in an office setting. Exposure to video display terminals occurs with varied frequency. Occasional need to attend early morning or late evening meetings/functions.
Learned physical skill in keyboarding to use computers, typewriters, etc. Occasional periods of extended standing, walking when attending business fairs or other functions.
High school diploma or equivalent. Associate’s degree in Business Administration or related discipline, to include coursework in marketing, project management and training, plus one year related work experience. Experience performing the duties described above may substitute for the degree requirement on a year-for-year basis.
Requires understanding of educational program needs assessment/development methodologies. Ability to organize and maintain complex/technical activities and handle multiple tasks concurrently. Must have ability to communicate effectively with individuals at all levels, within and outside the college district. Ability to provide effective guidance and work direction to others. Proficient in use of personal computer, mainframe and other standard office equipment.