Maritime Program Specialist

Maritime Program Specialist

This position provides advanced administrative and programmatic support to the President, Maritime and Fire Science faculty, and students. This position reports directly to the President of Clatsop Community College and receives some direction from faculty and staff of the Maritime and Fire Science Programs.

Responsibilities include managing federally approved Maritime course approvals; coordinating course scheduling; maintaining compliance with the National Maritime Center (NMC); processing student registrations and payments; facilitating customized training courses; and overseeing office operations.

Position acts as the primary welcome staff for the MERTS Maritime building of Clatsop Community College, supporting and directing the public, students and other organizations that hold meetings at the MERTS campus, as well as faculty and adjunct faculty that utilize the facility.

Position has considerable interaction with program participants and other involved parties and must develop and maintain a thorough understanding of Maritime and Fire Science programs to provide excellent customer service and support community engagement, course participation and registrations, revenue growth and other goals and objectives of the college.

Interaction with Maritime and Fire Science advisory boards and the public occurs on a frequent basis. This position has a high degree of responsibility, including information dissemination; data collection, report preparation and organization of events and meetings; and the knowledge and experience required to successfully perform the work.

This role requires a high level of discretion, organizational skills, and knowledge of the College policies, procedures, and maritime industry regulations.

Essentials Duties and Responsibilities

Student Support

• Processes student registrations across the department and enters information into the current ERP system; ensures data accuracy and adherence to schedules set by institution.
• Collects payments for class registrations; reconciles weekly deposit; provides reconciled documentation to the College Business Office; and takes deposit to US Bank.
• Collects Agency billing information to send to the College Business Office on the Lexington Campus.
• In collaboration with CCC curriculum scheduling staff, maintains Maritime courses and sections each term; enters all course & section information into the college current ERP system; ensures data accuracy and adherence to schedules set by institution.

National Maritime Center Compliance and Vessel Support

• Works closely with the National Maritime Center (NMC) to ensure compliance with the latest regulations. Coordinates NMC audit visits and provides all required documentation upon request. Liaises with NMC auditors and internal faculty to resolve findings. Tracks all changing regulations of NMC.
• Creates and securely maintains all student licensure certificates approved by NMC and all NMC approved class information for 5 years per NMC regulations.
• Develops and maintains compliance timetables and checklists to support continuous program NMC approval status.
• Represents CCC Maritime program at various internal and external events including regional career fairs and at legislative sessions in Salem.
• Schedules and maintains records for CCC vessel M/V Forerunner maintenance and annual inspections.
• Schedules rental of CCC vessel M/V Forerunner for educational and research purposes, coordinating with internal and external partners.

General Office Coordination

• Establishes and maintains filing systems for all correspondence, documents, etc.
• Greets visitors, answers telephone, responds to email inquiries, directs person(s) to appropriate personnel, posts open/ closure notices, and takes messages as necessary. Provides great customer service.
• Maintains positive and professional working relationships with internal/ external partnerships in support of department objectives.
• Schedules, coordinates and/or attends meetings, including preparing all materials, making all necessary arrangements, scheduling meetings, and participating in or recording events including preparing and disseminating minutes of meetings. Ensures accurate Fire Science & EMT advisory board minutes are submitted to the State of Oregon for EMT accreditation.
• Prepares purchase requisitions, pay authorizations, petty cash, and travel advances, and acquires appropriate signatures as required.
• Assists in preparing and monitoring department/ work unit's budgetary information, providing financial reconciliation.
• Receives and responds to complaints, concerns and inquiries from College personnel, students, public and others by disseminating information requiring discretionary judgment and extensive knowledge of College policies, procedures, activities, etc., or referring issues and concerns to supervisor, department leadership or the appropriate party for resolution and following up to ensure satisfactory results.
• Collaborates with department leadership to…