Director, Community Services Programs

Title:  Director, Community Services Programs

Department: Workforce and Community Development

Number of Positions: 1

Classification: 3m/On campus mobile

Position #: 702020

Type of Appointment: Full-Time

Pay Rate: $57,400 $71,620/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: 

• Supervisory roles: two (2) current or former supervisors and one (1) current or former direct report

Personal references (friends, clergy, customers, relatives) are not considered acceptable references

Position Summary: The Director of Community Services Programs provides overall management of the Community Services department including strategic planning, financial management, and personnel management for the Lifelong Learning program.

Essential Functions:

35% Overall management of the Lifelong Learning personal enrichment program including strategic planning, financial management, and personnel management.

Recruit, hire, orient/train, and oversee instructors relevant to college and classroom procedures and policies, etc. Assist an average of 30+ instructors annually with developing their course content, writing course descriptions, and preparing for the successful delivery of non-credit courses Provide direction and support for instructional and support personnel in program areas of responsibility. Develop and ensure compliance with policies and procedures for course development, personnel contracts, registration, and fee processing. Research and analyze course feasibility relevant to demand and marketability in the area/community to determine course offerings. Evaluate existing programs and implement new courses. Research the market to determine course costs and establish fees for each course.

15% Coordinate preparation of purchase requisitions for vendors and contracts for instructors; ordering course supplies/equipment; ensuring that instructor packets are prepared to include human resources and payroll documents, contracts, rosters, certificates for course participants, evaluation forms, etc.; making certain that required forms are completed as necessary for each student to include hold harmless forms, etc.; communicating with instructors and students to answer questions and address concerns.

5% Working with Workforce & Community Development administrative staff, ensure registration system software contains complete course information (course description, dates, times, campus and room location, pricing, etc.)

20% Organize the marketing plan and efforts for Lifelong Learning and Youth Programs, including oversight of semester course catalog development, e-newsletters, and social media advertising. Collaborate with the Marketing & Communications department to plan and implement public relations activities and marketing for programs including press releases, paid advertising, website updates, print materials, photograph and video shoots, and any media PR appearances. Develop and maintain lifelong learning and youth program contact database for email and print marketing purposes. Implement financial controls for marketing activities within the community services area.

5% Represent the college by maintaining effective relationships and a consistent presence in the community in order to evaluate community needs and determine the direction and feasibility of programs. This community networking will also assist in the recruitment of lifelong learning and workforce development instructors.

5% Oversee the use of online vendors for noncredit programming, such as UGotClass, Ed2Go, and Protrain. Make recommendations for partnerships for current and new vendors, class offerings, and process updates.

5% Responsible for the operations of open enrollment youth programs including program development and organization, planning and implementation, financial management, personnel management, and program evaluation. Work with the college’s academic and student support departments to develop youth programming for K-12 students. Provide direction and operational support for instructional personnel before and during camps, and ensure compliance with minors o campus policies and procedures for all personnel and volunteers. Research and analyze program feasibility and opportunities for grant funding. Work in collaboration with campus partners to maintain consistent and cohesive messaging for all campus-supported youth programming.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas:

Program evaluation and development that requires extensive planning and follow-up. Individual courses and programs must be evaluated on an on-going basis and requires staying in touch with the customer base, reviewing local, regional, state, and national trends. Benchmarking programs to other effective programs is necessary in order to develop successful programs that meet the needs of the community.

Each project must be managed individually and specific to project needs. In addition to following TBR, college, and division policies and procedures, director must also adhere to requirements for state mandated courses that are offered to the public on a regular basis i.e., the Tennessee Handgun Carry Permit Course, Parent Education Courses for Married and Unmarried Parents, Motorcycle Safety Foundation Rider Courses, and Summer Camps for Kids (approved as a non-childcare facility per DHS requirements).

Time management is crucial. Development of a calendar with scheduling, printing, and marketing deadlines is essential in order to publish fall and spring Lifelong Learning catalogs as well as market summer camps in area community publications.

In addition, managing and coordinating each project involves many functions including: ensuring that policies and procedures are followed; communicating with and supervising instructors from beginning to end; facility coordination at four campus sites; working closely with college staff from other departments, and making certain that procedures and time schedules are followed and work orders completed to schedule to ensure inside and outside facility preparation; effective marketing; preparation of purchase requisitions for vendors and contracts for instructors; ordering course supplies/equipment; ensuring that instructor packets are prepared to include human resources and payroll documents, contracts, rosters, certificates for course participants, evaluation forms, etc.; making certain that required forms are completed as necessary for each student to include hold harmless forms, etc.; and communicating with instructors and students to answer questions and address concerns.

Providing customer support and problem resolution as needed which may result in evening and weekend calls.

Job Requirements: 

• Bachelor’s degree with emphasis in adult education/continuing education, business administration, education, or related field. Project management and program coordination training and/or experience.
• Five years of project management experience with strong computer skills is required, to include experience in strategic planning, financial and business management, and computer applications

Part-time work experience is calculated at 50% credit of full-time work experience.

Skills & Abilities:

• Ability to work independently in a team-based environment.
• Ability to establish and maintain effective working relationships with instructors, college personnel, and community members.
• Ability to establish and maintain effective working relationships with representatives of organizations in need of special/customized courses, and the knowledge and ability to design and/or provide courses based on those needs.
• Ability to analyze problems and develop realistic solutions.
• Administrative capabilities including financial management and project management skills with the capability to manage multiple projects.
• Creativity, innovation, and flexibility with strong interpersonal skills.
• Excellent written and oral communication skills.
• Ability to manage personnel.
• Capability to communicate with and work with people of various skill levels.
• Ability to communicate with non-traditional students and understand needs of the adult learner as well as resolve complaints.
• Accounting skills with a heightened knowledge of business math.
• Knowledge of marketing principles and the ability to apply the principles for effective marketing and social media presence.
• Able to engage in the college’s mission and values.

Complexity & Creativity: 

This position is responsible for the execution and interpretation of policies, and for the successful operation of the community services/lifelong learning department.  A high degree of responsibility is required for individual initiative and judgment. The position requires the ability to work independently and manage multiple projects at one time. The ability to analyze problems and develop realistic solutions is necessary in this position.  The person in this position must design and market courses and this requires creativity. Program evaluation and development is one process that requires extensive planning and follow-up. Individual courses and programs are evaluated on an on-going basis and therefore require staying in touch with the customer base, and reviewing local, regional, state, and national trends. Programs are analyzed on an on-going basis to determine future direction.

Magnitude of Impact: 

Decisions made in this position must have a positive impact and create a good image with the community thus allowing the college to fulfill its mission to meet the needs of the community. A positive image increases enrollment and brings in revenue to support the WCD department, External Affairs division, and the college.

The time-frame for the outcome of an action can be immediate or long-term depending on the situation and the action taken. The outcome of an action because of an unhappy student or client can be both immediate and long-term. It could mean intervention from the executive director, vice president, and/or president.

Responsibility for Accuracy:

Typical errors might include improper course pricing, errors on an instructor contract, improper record keeping especially for state mandated courses, errors in POs, course scheduling errors, etc. It is likely that errors will be caught by another WCD or marketing team member. Quantity and quality of work is verified by completed tasks. Monthly review of financial data provides verification. The effect of errors could include lost revenue for the department and the College, damage to our reputation due to disgruntled customers, loss of vendors, loss of regulatory approval, or loss of instructors.

Financial Impact:

Errors made that would impact revenue could create a negative impact for the division and the college. Negative consequences could mean a decrease in revenue because of a decrease in enrollment resulting in the inability to offer quality programs, and a decrease in program participants. A significant decrease in students could potentially decrease the number of available programs college wide. This could result in reduced training possibilities that could impact companies and a negative economic impact for the area. Also responsible for controlling waste and efficiently managing expenses. The job incumbent is responsible for generating. revenue by overseeing all program aspects in order to reduce or eliminate negative impact

Budgetary:

This position is the budgetary manager for personal enrichment and youth programs, and is responsible for monitoring a combined budget of over $200,000 relevant to operating and payroll expenses. The position has signing authority for all, and the dollar amount for expenditures is limited only by college and TBR regulations. The director is responsible for administration of the budgets as well as generating revenue, tracking expenditures and reporting on budget variances. The Workforce and Community Development division seeks to be self-supporting, and each department is charged with bringing in enough revenue to cover expenses. The director approves and enters payment amounts in the college’s procurement system (PelliBiz) to be processed for payment.

Nature of Contacts:

                                              Inside the College

Interactions with other departments within the college is necessary to provide and get information as well as to discuss and resolve situations in order to complete day-to-day tasks to perform the job effectively.

• Accounts Payable—submitting invoices for payments, processing RFPs, entering receiving amount for invoice payments for departmental POs, resolving any issues.
• Human Resources—preparing contracts, ensuring personnel documents are submitted to HR, discussing HR policies and procedures, making sure required training is completed by instructors/part-time staff.               
• Purchasing—entering vendor’s processing info to create purchase requisitions for PO’s, discuss required procedures and policies.                                   
• Payroll—submission of contracts, approve time worked for part-time staff, discuss procedures and issues relevant to instructors/part-time staff. 
• Shipping & Receiving—discuss shipments, follow-up on shipments & deliveries.     
• VP, Administrative Affairs--to get information, discuss policies & procedures, discuss and process contracts/agreements.                                                                     
• Faculty—classroom usage courses information and negotiate instruction of noncredit courses.                   
• President’s Office inquiries re: procedures, discuss student complaints/issues             
• Event Services—discuss equipment usage and problems, seek assistance for instructors as needed, coordinate reservation of class spaces (classrooms, parking lots, etc.)
• Information Technology—discuss technical issues, request account issues and renewals, seek help for computer related problems, seek assistance for instructors                                 
• Marketing & Communications—collaborate on course catalog, social media and PR outreach, etc.                                           
• Deans of Blount County, Magnolia, and Strawberry Plains campuses—discuss noncredit class ideas/requests, seek rooms for noncredit classes, and seek assistance for noncredit instructors                                     

Outside the College

Interaction with external contacts is necessary to recruit instructors, provide and get information, as well as persuade, negotiate, and resolve conflicts.

• Instructors—discuss classes, procedures and course descriptions, seek new courses, discuss students and evals, discuss future employment, negotiate pay                  
• Vendors—discuss courses and procedures, discuss needed materials/supplies
• Media—discuss noncredit courses for promotion in conjunction w/ College’s marketing department                                      
• Students—answer questions, resolve conflicts/issues, enroll students                           
• Businesses—discuss courses needed and negotiate costs, discuss orders for materials/supplies
• Chambers of Commerce—networking events, opportunities for marketing events/classes          
• Other Colleges—discuss courses as to ideas and success, discuss curricula, discuss instructors relevant to classes and pay

Judgement and Decisions: 

Independent decisions are made continuously, and become effective without referral to the supervisor.

Physical Demands: 

The position has some physical demands involved with walking, standing, sitting, travel, and lifting. One example would be setting up a classroom involving moving chairs, tables, computers, and other office equipment. Physical exertion is increased based on the amount of time spent at the computer. Extended work using the computer requires long periods of sitting.

Full-time Employment Benefits:

 • Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if  enrolled in health plan

 • Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program

 • Employee Assistance Program

• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b

• Employee Discount program with over 900+companies

• 13 Paid Holidays/Year Includes paid days off the last week of December

• Sick Leave Bank

 • Longevity Pay

• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on the link to the left to apply.

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