Program Specialist 2 - CCE

About the Position:

South Puget Sound Community College (SPSCC) invites applications from highly motivated, qualified candidates for the position of full-time Program Specialist 2 within the CCE program.

The Program Specialist 2 reports directly to the Director of Operations and Strategic Programming and coordinates duties for the Training Programs within the Corporate and Continuing Education department. The programs administered by this department support Workforce Education and are designed to be responsive to community needs.

What You'll Do:

Duty: Training program coordination and support

Tasks include:

• Perform all tasks associated with registering self-support students and using CampusCE and ctcLink, where appropriate; troubleshoot issues as they arise. Monitor waitlists and work with the appropriate Program Manager as necessary. Verify that the ctcLink Search/Match feature is working correctly for self-support students; troubleshoot errors and duplicate issues
• Primary person answering CCE registration line. Check messages left on phone, returning or forwarding messages as appropriate.
• Assist registrants, answering questions related to registration or classes offered, triaging to Program Managers/Directors where appropriate
• Receive payments and coordinate with fiscal office staff for processing as needed, including troubleshooting and solving errors or other registration issues.
• Perform all tasks associated with third-party billing
• Drop students from multiple databases, initiate refunds, and coordinate refund processing with student financials staff, including interpreting and enforcing the cancellation policy.
• Follow course cancellation process flow
• Update and verify the accuracy of Profit Manager daily
• Enter enrollment numbers for all trainings
• Coordinate class and program needs for both onsite and offsite, including materials, classroom setup, IT work orders, and Facility work orders.
• Manage the certificate process, including building and maintaining the certification tracking spreadsheet; producing course-level and final certificates as needed; maintaining inventory of certification recognition materials; coordinating the certificate award process with instructors and administration; and serving as the point of contact for customers regarding certificate status.
• Reconciliation of class rosters, ensuring data is separated for DES enrollments vs. CCE enrollments where appropriate. Preparation of A19S. Reconciliation and invoicing for pass-through trainings.
• Prepare program-specific reports as requested.
• Process instructor contracts through Faculty Workload in ctcLink.
• Serve as contact for the Employee Development Program. Update the quarterly employee pricing list, create employee sections as needed, and register employee participants, including coordinating billing.
• Email class reminders and class information to participants.

Essential Function- Lacey Campus program support

Tasks include:

• Create and maintain spreadsheets in shared drive for fiscal tracking and reconciliation
• Establish and maintain a file system for fiscal and registration documentation and records for programs that do not follow typical processes.
• Check contract classrooms for accurate materials and setup for classes. Break down class materials as necessary. Ensure public areas are clean and well organized before campus opens.
• Checking in with instructors before classes begin to ensure class needs are being met.
• Serve as the point of contact for instructors with questions about class paperwork, enrollment issues, and coordinating changes with appropriate college offices and computer systems.
• Assist telephone and walk-in customers.
• Consult with program participants, potential program participants, and outside entities regarding training programs.
• Assist instructors, students, staff, and faculty with requests, as appropriate.
• Provide typical clerical and technical support, including: composing and proofreading office correspondence; preparing materials; checking quarterly brochure and date systems for accuracy.
• Check CE Outlook inbox on a daily basis
• Maintaining the contract file of amendments and work orders from DES master contracts.
• Coordinate processing of signatures on paperwork.

Minimum Qualifications

• Bachelor's degree OR equivalent education/experience AND two years of experience in a program specialty area
• Strong organizational skills; ability to work independently, prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions.
• Position requires a high degree of accuracy and attention to detail.
• Problem-solving skills and decision-making ability
• Excellent communication skills and the ability to work well with others and function as a team member.
• Advanced knowledge of computers and software applications, specifically MS Office: Outlook, Word, Excel, Access, and PowerPoint.

To veiw the entire job posting and to apply, SPSCC Careers