Program Coordinator, Fire Academy

Program Coordinator, Fire Academy

Department: Fire Academy

Location: Key Bank Public Safety Training Center

Reports To: Fire Academy Director

Recruitment Type: External/Internal

Requisition : req
6921

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Monday-Friday, 8:30 a.m-5p.m., with occasional evenings and weekends based on Fire Academy needs.

Number of Openings: 1

Job Description:

SUMMARY

Coordinates the day-to-day operations of the Fire Academy. Collects necessary information to track the success of basic outcomes processes and procedures to support the on-going analysis and improvement of departmental efforts. Works with management to implement the communications priorities of the department and College. Leverages a sound understanding of the departmental focus to collaboratively work with colleagues to achieve goals of the Fire Academy, Workforce Innovations Division, and College.

Contributes to the continued effectiveness of the team and department by developing and sustaining positive, productive customer and employee relationships. Provides a full range of secretarial and scheduling support to both the Director and department. Efficiently creates, manages, and files the state-mandated paperwork for the department, as well as required college documents.

ESSENTIAL FUNCTIONS

• Manages leadership schedules and calendars; schedules internal and external meetings and activities with business, community, and government institutions; as directed, prepare and assemble agendas, packets, and other pre-meeting materials.
• Schedules all events, classes, and meetings occurring in the Public Safety Training Center.
• Provides support to High School Fire Academy, Public Safety Dispatch, and all Adult Fire Academies.
• Positively responds to departmental requests in a timely manner with strong emphasis on outstanding customer service.
• Guides Fire Academy students through all aspects of registration process.
• Engages in timely, detailed correspondence with prospective students regarding the Fire Academy.
• Provides administrative support to Director, Commanders, and Instructors.
• Records all grades and attendance of each Fire Academy student. Assists Director and Commanders in ensuring all missed classes are made up by the student in a timely manner.
• Meets and maintains all requirements of the State of Ohio, Department of Public Safety, database access, and test proctor security eligibility.
• Requests course identification numbers from State of Ohio Division of EMS website and enters all student information into the state website.
• Requests course reference numbers prior to the start of each semester.
• Processes all Individual Education Plan (IEP) paperwork in accordance with College policy, and State of Ohio, Department of Public Safety.
• Provides assistance to the team's efforts to complete departmental assignments.
• Collaborates with Director and fellow staff members to ensure students fulfill requirements of high-quality program.
• Maintains Test Proctor status to administer Fire Academy and Advanced Training state examinations.
• Maintains on-going communication with departmental leadership to report important information, occurrences, and issues within the department.
• Attends staff and project team meetings and provides follow-up on meeting outcomes including tracking resulting activities and projects.
• Prepares and maintains confidential correspondence and documents and assists in processing documents related to employees, employment, benefits, and performance review activities.
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate.
• Develops strong working relationships with key departments and employees across the College and in the community, such as financial aid, enrollment centers, and counseling departments.
• Establishes and maintains general office files and records, including records for each student and their Ohio Department of Public Safety documents.
• Assists with the preparation of reports, presentations and publications, including research, writing, and copy-editing.
• Prepare all materials needed for classes…