Professional Development Operations Manager

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

About the Position

This position provides comprehensive coordination of administrative operations, professional development events management and program planning for the Center for Community Engagement (CCE), a dynamic, high-volume, service-oriented department at the graduate school. The mission of the CCE to enhance the effectiveness of education and mental health professionals as agents of change by providing equity driven professional development. Our year-round offerings prepare practitioners to meet the educational and mental health needs of all communities, and to advocate for equity and social justice within their field of practice.

The CCE collaborates with faculty, professional organizations, educational institutions, community groups, and more to offer professional continuing education programming both online and in-person within the greater Portland area and beyond.

Primary responsibilities of the Professional Development Operations Manager include planning and management of professional development programming classes and events, office management, oversight and coordination of registration processes and technology, program development support, financial planning and budget support, and project management.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa /

What You'll Do

Professional Development Events Management (35%)

• Planning and project management for a range of professional development programming including classes, workshops, certificate programs and special events, this includes:
  • Communicating with instructors/faculty, program coordinators, community partners, CCE director and staff.
  • Setting up and processing registrations and payments for various registration types.
  • Establishing project management planning records, data base entries and coordination of this information across campus departments including Graduate Registrar, Office of Conferences and Events, IT and Educational Technology, Student and Departmental Account Services.
  • Assessing, planning for and arranging logistical needs of professional development classes and events including space requirements, participant and/or instructor accessibility needs, materials and supplies, catering, AV or media services, and other needs that may be unique to each program.
  • May participate in meetings on supervisor’s behalf and report back findings and make recommendations.
  • Attends and provides on-site management of CCE events as arranged with the director, including some evening and weekend hours. Programming may take place on Lewis & Clark’s campus, off-campus, online, or some combination of these.

Operations Management (30%)

• Oversees and coordinates processes and procedures related to daily operations with an emphasis on our constituent engagement and events planning/management.
• Ensures smooth flow of communication between CCE director, staff and external offices as it relates to administrative operations and events management.
• Evaluates, initiates and coordinates updates and improvements to existing processes, equipment, software and other technology to ensure high-quality service and optimal efficiency of CCE team and inter-departmental collaboration.
• Serves as primary point of contact and manages communication around CCE programming and general office communication by responding to students/participants, campus colleagues, community partners, instructors and other community members via email, phone, mail and in person.
• Manages undergraduate student workers by recruiting, hiring, scheduling, training, and assigning tasks.
• Collaborates with CCE director and other staff to manage graduate assistants by training and assigning tasks.
• Maintains and oversees office needs including equipment and supplies, software, and files (paper and electronic).

Technical Coordination (15%)

• Serves as the departmental subject matter expert for Salesforce
  • Understand the objects, fields, and automations in use for the department as well as those shared with others.
  • Maintain Salesforce related process mapping, and communicates process changes to institutional Salesforce Administrator.
  • Develops internal reports and dashboards as appropriate, serving as liaison with Research & Assessment for more complex reporting needs.
  • Serve as the liaison for CCE for the Salesforce User Group when decisions are made for organization wide shared data points.
• Serves as departmental subject matter expert for FormAssembly
  • Updates language, links, fields and layouts of existing forms on FormAssembly.
  • Works with FormAssembly administrators to build new forms as the need arises.
  • Coordinates form process changes and trouble shoots form errors with FormAssembly administrators.
• Collaborates with IT, Educational Technology staff and other CCE team members to support CCE instructors and students with accessing and utilizing Moodle or other Learning Management System.

Program Development Support (10%)

• Assesses, plans for and advises on logistical and operational needs of various types of professional development programming in development.
• Subject matter expert in the areas of event planning, including meeting accessibility needs and coordinating culturally responsive approaches to participant engagement.
• Coordinates with CCE director, staff and campus partners to establish effective and sustainable plans.
  

Financial Planning and Budget Support (10%)

• Research and budget modeling support for new and ongoing programming.
• Assists director and program manager in preparing and maintaining event budgets.
• Reconciles financial reports and follows up to resolve discrepancies or other issues.

Must Haves

• Bachelor’s degree.
• Minimum 6 years of experience in office management in a high volume and dynamic environment; ability to independently plan for and prioritize complex tasks with overlapping demands and deadlines.
• Minimum 6 years of event management and/or course planning experience – experience with both online and in person events.
• Minimum 6 years of experience with database or CRM software (eg. Raiser’s Edge, Salesforce)
• Minimum 6 years of experience with project management.
• Minimum 4 years of accounting/bookkeeping or other budget planning/support experience.
• Highly proficient in Microsoft Office (Excel, Word and PowerPoint).
• Technologically savvy and readily able to learn and instruct others in using new software.
• Excellent attention to detail with demonstrated ability to perform detailed work with a high degree of accuracy, often in situations requiring thoughtful analysis to determine appropriate and effective actions to take.
• Excellent written and interpersonal communication skills. Demonstrated ability to maintain confidentiality. This position deals extensively with confidential and sensitive information.
• Ability to interact knowledgeably, professionally, clearly, and appropriately with the public and colleagues. Excellent customer service and demonstrated diplomacy skills.
• Ability to work with diverse populations and carry out responsibilities in alignment with the social justice mission of the graduate school.
• Effective leadership, management, and supervisory skills. Sound decision making skills and ability to work autonomously, or as part of a team. Ability to initiate and maintain cooperative relationships with students, faculty, staff, visitors, and colleagues in service areas across campus.

Nice to Haves

• 8 or more years of office management experience.
• 8 or more years of event management experience – both online and in person events.
• Project management certification.
• Experience in higher education.
• Working knowledge of Raiser’s Edge, Asana, Salesforce, Moodle, Colleague.

Work Schedule

• 37.5 hours per week
• Benefits Eligible: Yes

Pay Rate

• LCCSSA Grade 17
• $30.36 per hour

Physical Requirements

• The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions.
• Bending, twisting, climbing (stairs), standing, sitting, walking, grasping/gripping, pinching/squeezing, reaching, push/pulling, repetitive hand movements (e.g., typing), seeing, talking, listening ​

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.