Program Operations Manager

Position Title

Program Operations Manager

Provides program support to the division. Provides administrative support to the Associate Deans and Department Heads, including budget support if needed, program project management and grant administration. Additionally, supports accreditations and/or certifications associated with division courses and programs. Acts as a liaison for Associate Deans, Department Heads, and faculty to other areas of the college for divisional programs. In collaboration with the Division Office Manager, Dean, Associate Deans, and Department Heads, assists with planning initial development and implementation of program policies and procedures that impact the division, students, and offerings.

Works closely with the Academic Programs Support Manager and Curriculum Services to track and maintain records for program accreditation data including articulations, agreements, and transfer of programs, certificates, and/or courses, as needed.

• Provide divisional leadership with logistical support for programmatic events, e.g., communication, scheduling, and facilities. Provides advance notification of all events to the Academic Programs Support Manager for the facilitation of attendance/participation from the office of the AVPTL, PEVP and OFTP.
• Develops and maintains division program information and records such as student files, correspondence, statistical data, and reports, as appropriate.
• Screens student inquiries that come via the division office.
• Triage stakeholder concerns, needs, and/or requests to assist them in the completion and/or transfer of programs, certificates, and/or courses.
• Coordinates activities, referrals and data related to courses and programs.
• Collaborates with the office of Teaching and Learning Operations (TLO), AVPTL Program Manager, and AVPTL Executive Assistant, and Academic Programs Support Manager facilitating communication regarding updates to/changes surrounding programs, processes and needs.
• Coordinates division program activities with advising, admissions, faculty, and all student support areas.
• Assists with implementation of retention strategies for students in various programs within the division.
• Collaborate with departmental heads to organize and manage documentation, in addition to website/portals/Canvas/Teams sites, as related to grants, accreditation, etc.
• Support preparation and submission of accreditation materials and fees for applicable programs. To include research, preparation of reports and data, and working directly with faculty to obtain needed information. Submits notification and request for signatures to the Academic Programs Support Manager for AVPTL, PEVP and OFTP all programs, events, accreditation signatures and approvals.
• Organize and coordinate accreditation site visits (including visitors' travel expenses) in collaboration with Academic Programs Support Manager. Prepare budget analyses for accrediting bodies.
• Organize and maintain student and program files under guidelines of external regulatory and accrediting bodies, if appropriate, providing copies of documents to the Academic Programs Support Manager.
• Assists with preparations of the annual agreements, reports, and fees with outside stakeholders, and acts as a liaison between the division and stakeholders to ensure program compliance as a support to department heads.
• Responsible for processing Gainful Employment information relating to Career Programs
• Manages the design, preparation, and description of course brochures and other marketing materials in collaboration with Public Relations and Marketing, for the division programs.
• Oversees printing and distribution of division materials, ensuring that appropriate HCC offices have up-to-date information.
• Assist with program, certificate, and credential deadline tracking and organizing providing updates to the Academic Programs Support Manager.
• Support department heads by creating and maintaining processes that promote student access to facilities, i.e., classrooms, labs, lockers, studios, or other specialized areas.
• Perform Ellucian Colleague data entry and process Ellucian Colleague data retrieval requests, as appropriate.
• Generate certificates and other completion documents or program-specific documents not managed by Registration/Admissions.
• Track and maintain faculty and student data in relation to grants and special program guidelines.
• Support Division leads with tracking key data metrics, departmental performance gaps, and student evaluation data.

• Coordinates logistics for internal and external meetings including sending calendar invitations and scheduling rooms/locations.
• Prepares meeting materials such as agendas, organizes and distributes agendas, takes/edits notes/minutes, and briefings; supports scheduling for the division's meetings, events, and trips.
• Manages, collects, and organizes documents requiring Associate Dean's approval…