Operations Specialist- Workforce Development

Washtenaw Community College•Ann Arbor, MI

27d•$22•Onsite

About The Position

Position Summary: The Operations Specialist is responsible for maintaining accurate financial and administrative records for Workforce and Community Development, including tracking revenues and expenditures, processing contracts and payroll, and generating reports using computer software. The role also supports registration, establishment of student and trainer profiles, and serves as the first point of contact for the department in the delivery of exceptional customer service to students, staff, and community members.Essential Duties include:Administrative Support (50%) Administrative• Process class registrations, drops/adds, class cancellations, grades and attendance.• Resolve issues related to student enrollment and registration processing.• Create staff profiles, student profiles (where necessary) and trainer bios, using ERP software.• Digitally file, manage, retrieve and compile departmental documents, records and reports for strategic and operational planning using ERP system and other software used by the department.• Order, prepare and deliver class supplies and materials, including but not limited to instructor packets, course handouts, books, etc. and arrange for the delivery of equipment needed for classroom (instructor) for both on campus and off-campus locations.• Responsible for ordering and tracking office supplies and materials.• Maintain working knowledge of procedures and provide administrative support for all grant funded and specialized programs, such as the Michigan Motorcycle Safety Program, the Michigan Department of Education State Continuing Education and Clock Hours (SCECH), Huron Area Valley Coding Organization (HUVACO), and digital badging; and, ensuring access to registration and program data is accurate and reported in a timely manner.Financial• Track and maintain accurate financial records of all revenues/expenditures and generate reports using department software and college ERP system• Prepare and process contracts, SOWs, requisitions, PO's, requests for invoices, invoices, pay forms, expense reports, financial statements and other documents to track and monitor related revenues/expenditures• Complete expense/budget transfers and other activities related to departmental budgets as needed• Track and facilitate the processing of employment and payroll information for newly hired trainers using department software• Process contracts for services and/or instruction as applicable• Generate reports for budget, revenue margins, marketing efforts and other reports as requestedCustomer Service (50%) • Act as a professional first point of contact for Workforce & Community Development by greeting visitors, answering phones, email, chat, virtual and in-person inquiries• Provide a high level of courteous customer service to students, staff, and community members regarding noncredit information, registration and other department initiatives.• Provide technical assistance, verbal and/or written, to assist participants with access to course information, including but not limited to registration, attendance verification and other inquiries. Ensure all communication with participants is handled in a confidential manner and in accordance with FERPA regulations.• Troubleshoot customer service issues and complaints for resolution• Update and maintain customer feedback log• Regular attendance on campus is required for this position• Perform other duties as assigned.

Requirements

High school diploma or GED and 30 credit hours in related coursework and 4 years relevant experience OR the equivalent combination of education and work experience.
Exceptional customer service skills
Excellent verbal and written communication skills
Excellent Problem-solving skills
Ability to pull data and provide reports for data analytic evaluation
Demonstrated proficiency in the use of Microsoft 360, including Microsoft Outlook
Demonstrated proficiency in Teams, SharePoint, Smartsheet, database managemenUCRM management
Competency in intermediate math, proofreading, grammar and spelling
Accurate keyboarding at 55 WPM
Ability to work with minimal supervision, organize workload, manage multiple tasks and maintain confidentiality at all times
Possess good judgment, organized, resourcefulness, proactive initiative to solve problems, attention to detail and the ability to respond to input from a variety of sources, including College Leadership and Staff Team Members and external partners.
Demonstrated ability in bookkeeping, revenue/expense tracking and budget reconciliation
Demonstrated ability to create and track requisitions, purchase orders, and invoices
Demonstrated math and critical thinking ability

Nice To Haves

Associate Degree

Responsibilities

Process class registrations, drops/adds, class cancellations, grades and attendance.
Resolve issues related to student enrollment and registration processing.
Create staff profiles, student profiles (where necessary) and trainer bios, using ERP software.
Digitally file, manage, retrieve and compile departmental documents, records and reports for strategic and operational planning using ERP system and other software used by the department.
Order, prepare and deliver class supplies and materials, including but not limited to instructor packets, course handouts, books, etc. and arrange for the delivery of equipment needed for classroom (instructor) for both on campus and off-campus locations.
Responsible for ordering and tracking office supplies and materials.
Maintain working knowledge of procedures and provide administrative support for all grant funded and specialized programs, such as the Michigan Motorcycle Safety Program, the Michigan Department of Education State Continuing Education and Clock Hours (SCECH), Huron Area Valley Coding Organization (HUVACO), and digital badging; and, ensuring access to registration and program data is accurate and reported in a timely manner.
Track and maintain accurate financial records of all revenues/expenditures and generate reports using department software and college ERP system
Prepare and process contracts, SOWs, requisitions, PO's, requests for invoices, invoices, pay forms, expense reports, financial statements and other documents to track and monitor related revenues/expenditures
Complete expense/budget transfers and other activities related to departmental budgets as needed
Track and facilitate the processing of employment and payroll information for newly hired trainers using department software
Process contracts for services and/or instruction as applicable
Generate reports for budget, revenue margins, marketing efforts and other reports as requested
Act as a professional first point of contact for Workforce & Community Development by greeting visitors, answering phones, email, chat, virtual and in-person inquiries
Provide a high level of courteous customer service to students, staff, and community members regarding noncredit information, registration and other department initiatives.
Provide technical assistance, verbal and/or written, to assist participants with access to course information, including but not limited to registration, attendance verification and other inquiries. Ensure all communication with participants is handled in a confidential manner and in accordance with FERPA regulations.
Troubleshoot customer service issues and complaints for resolution
Update and maintain customer feedback log
Regular attendance on campus is required for this position
Perform other duties as assigned.