Program Specialist 2, Workforce Education

Skagit Valley College•Mount Vernon, WA

1d•Onsite

About The Position

The Workforce Program Specialist supports Skagit Valley College’s professional/technical programs by coordinating complex program operations with a focus on curriculum management, communications, and external reporting. Reporting to the Associate Dean for Instruction, this position maintains effective academic and operational systems and ensures that workforce programs meet institutional, state, and accreditation requirements. This role serves as a technical resource to faculty, staff, and administrators. The position also coordinates strategic communications related to workforce programs and supports continuous improvement of systems and processes, especially efforts to streamline operations. This position will work onsite in the Workforce Education department located at the Mount Vernon Campus. The position is a 100% full-time, classified position working 40 hours per week, 12 months per year.

Requirements

Associate degree and three (3) years of experience in program coordination, regulatory compliance, or administrative systems; OR five (5) years of experience in program coordination, regulatory compliance, or administrative systems
Experience working with complex systems, spreadsheets, and enterprise software (e.g., ERP systems such as ctcLink)
Experience interpreting and applying policies, procedures, or regulatory requirements
Knowledge of regulatory and compliance requirements related to educational programs
Knowledge of curriculum development, catalog management, and scheduling processes
Strong written and verbal communication skills
Strong organizational skills and attention to detail
Demonstrated proficiency in streamlining and automating processes
Ability to interpret and apply policies, procedures, and regulations
Ability to independently coordinate complex processes across multiple systems and stakeholders
Ability to develop and manage communications for multiple audiences
Ability to manage multiple priorities and meet deadlines
Ability to analyze data, identify discrepancies, and resolve issues
Ability to exercise independent judgment in coordinating program activities

Nice To Haves

Demonstrated experience simplifying, streamlining, and/or automating processes
Experience working in higher education, particularly in a community or technical college setting
Documented experience supporting regulatory compliance processes
Experience developing or managing communications using CRM tools
Experience with curriculum management systems (e.g., Curriculog, Acalog) or similar platforms
Demonstrated ability to write effectively for multiple audiences, including faculty, students, community partners, regulatory agencies, etc.
Experience with Canvas or a similar learning management system (LMS)

Responsibilities

Coordinate advisory committee processes to promote engagement and ensure compliance
Lead strategic communications by facilitating clear, consistent messaging between committees, departments, and college leadership; serve as a key point of contact for all advisory committees; Manage advisory committee processes, including new member recruitment, tracking rosters, meeting scheduling, reviewing agendas, and minutes; Manage and oversee training for advisory committee members, including required ethics training; Develop, maintain, and distribute resources for department chairs and advisory committee members, including handbooks and guidance materials; Manage communication and coordination with faculty chairs related to advisory committees; Ensure advisory committee documentation is complete, accurate, and aligned with reporting requirements; Coordinate advisory committee activities to ensure compliance with state and workforce program requirements; Help lead, plan, and execute events such as the annual industry partner celebration for advisory committee members.
Develop and manage strategic communications for Workforce Education programs
Coordinate communications to faculty and staff regarding curriculum processes, schedule development timelines, and system updates; Develop and coordinate regular communications to students and prospective students using CRM tools (e.g., Salesforce/TargetX); communications will include reminders regarding college resources, registration, graduation, etc., as well as information regarding application and entry processes for capacity-constrained programs; Develop and implement communication workflows to improve efficiency and consistency; Serve as a point of contact for communications with external stakeholders, including apprenticeship partners, K-12 partners, and State Board support staff; Ensure communications are accurate, timely, and aligned with program priorities.
Coordinate vocational certification processes and ensure compliance with state regulations
Maintain and manage systems for tracking professional development plans (PDPs), certification status, and required documentation; Coordinate and monitor vocational certification processes for workforce faculty in accordance with WAC and State Board requirements; Coordinate onboarding support for new faculty related to certification requirements and provide support to faculty; Monitor compliance and follow up to ensure timely completion of certification activities; Streamline certification tracking and reporting processes for faculty.
Manage program inventory, support new program development, and coordinate external approval and accreditation processes
Support development of new workforce programs by gathering, reviewing, and helping create required documentation; tracking timelines and approval processes; and coordinating submission of program proposals with the State Board for Community and Technical Colleges and accreditors; In collaboration with the Academic Affairs office, maintain and monitor SVC’s official inventory of professional/technical programs to ensure accuracy, consistency, and compliance with state and accreditation requirements; Coordinate inventory changes, including program additions, revisions, suspensions, and closures to ensure compliance with State Board and accreditation rules; Support programmatic and institutional accreditation activities by organizing documentation, monitoring requirements, and ensuring timely submission; Facilitate communication of program updates across the college, including coordination with financial aid, advising, enrollment services, marketing, and outreach teams, etc.
Coordinate curriculum and catalog management systems and processes
Coordinate the development, revision, and maintenance of curriculum information for professional/technical programs using systems such as ctcLink, Curriculog, and other Modern Campus tools; Support alignment between curriculum systems and scheduling processes; Provide technical guidance to department chairs and faculty on curriculum and scheduling processes, timelines, and system functionality; Maintain program maps, course outlines, and related academic information in accordance with institutional and state requirements, notifying college departments (advising, financial aid, academic affairs, etc.) of changes; Edit and update program web pages, information in Career Bridge, ctcLink entries, and catalog content to ensure that curriculum information is accurate, complete, and aligned across systems; Run and analyze system queries to validate schedule accuracy and resolve discrepancies; Maintain schedule data in ctcLink, ensuring accuracy of course information, prerequisites, and related elements; Support and coordinate the development of the annual schedule in collaboration with department chairs, deans, and Academic Affairs as needed; Administer the unit’s library of syllabi; collect syllabi from all faculty for all courses every quarter; ensure that syllabi comply with SVC and state guidelines; Direct enrollment management processes: build automated enrollment reports; monitor enrollment to assist the deans in decisions to add or cancel sections; update quarterly schedules to reflect program needs and changes.