Maritime Program Specialist
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Job Location:
Astoria, NY - USA
Monthly Salary:
Not Disclosed
Posted on:
7 days ago
Vacancies:
1 Vacancy
Job Summary
Requirements for consideration of employment:
- Resume
- Cover Letter
- Complete Supplemental Questions (Detailed and Specific)
- Transcripts or Certifications
If you are unable to upload the required documents please contact Human Resources ().
Only complete application packets will be reviewed.
NOTE:
Applicants are required to provide written notification to Clatsop Community College (CCC) within five (5) business days of any changes to the information submitted in their application resume or disclosed during interviews.
Clatsop Community College
Maritime Program Specialist
Position Summary
This position provides advanced administrative and programmatic support to the President Maritime and Fire Science faculty and students. ThispositionreportsdirectlytothePresident of Clatsop Community College andreceives some direction from faculty and staff of the Maritime and Fire Science Programs.
Responsibilities include managing federally approved Maritime course approvals; coordinating course scheduling; maintaining compliance with the National Maritime Center (NMC); processing student registrations and payments; facilitating customized training courses; and overseeing office operations.
Position acts as the primary welcome staff for the MERTS Maritime building of Clatsop Community College supporting and directing the public students and other organizations that hold meetings at the MERTS campus as well as faculty and adjunct faculty that utilize the facility.
Positionhasconsiderableinteractionwithprogramparticipantsandotherinvolvedparties and must develop and maintain a thorough understanding of Maritime and Fire Science programs to provide excellent customer service and support community engagement course participation and registrations revenue growth and other goals and objectives of the college.
InteractionwithMaritime and Fire Science advisory boardsandthepublicoccursonafrequent position has a high degree of responsibility including information dissemination; data collection report preparation and organization of events and meetings; and the knowledge and experience required to successfully perform the work.
This role requires a high level of discretion organizational skills and knowledge of the College policies procedures and maritime industry regulations.
Essentials Duties and Responsibilities
Student Support
- Processes student registrations across the department and enters information into the current ERP system;ensuresdataaccuracyandadherencetoschedulessetby institution.
- Collects payments for class registrations; reconciles weekly deposit; provides reconciled documentation to the College Business Office; and takes deposit to US Bank.
- Collects Agency billing information to send to the College Business Office on the Lexington Campus.
- In collaboration with CCC curriculum scheduling staff maintains Maritime courses and sections each term; enters all course & section information into the college current ERP system; ensuresdataaccuracyandadherencetoschedulessetby institution.
National Maritime Center Compliance and Vessel Support
- WorkscloselywiththeNational Maritime Center (NMC) toensurecompliance with the latest regulations. Coordinates NMC audit visits and provides all required documentation upon request. Liaises with NMC auditors and internal faculty to resolve findings. Tracks all changing regulations of NMC.
- Creates and securely maintains all student licensure certificates approved by NMC and all NMC approved class information for 5 years per NMC regulations.
- Develops and maintains compliance timetables and checklists to support continuous program NMC approval status.
- Represents CCC Maritime program at various internal and external events including regional career fairs and at legislative sessions in Salem.
- Schedules and maintains records for CCC vessel M/V Forerunner maintenance and annual inspections.
- Schedules rental of CCC vessel M/V Forerunner for educational and research purposes coordinating with internal and external partners.
General Office Coordination
- Establishesandmaintainsfilingsystemsforallcorrespondencedocumentsetc.
- Greets visitors answers telephone respondstoemail inquiries directs person(s) to appropriate personnel posts open/ closure notices and takes messages as great customer service.
- Maintains positive and professional working relationships withinternal/ external partnerships in support of department objectives.
- Schedules coordinates and/or attends meetings including preparing all materialsmakingallnecessaryarrangementsschedulingmeetingsand participatinginorrecordingeventsincludingpreparinganddisseminating minutes of meetings. Ensures accurate Fire Science & EMT advisory board minutes are submitted to the State of Oregon for EMT accreditation.
- Preparespurchaserequisitionspayauthorizationspettycashandtravel advances and acquires appropriate signatures as required.
- Assistsinpreparingandmonitoringdepartment/workunitsbudgetaryinformation providing financial reconciliation.
- Receives and responds to complaints concerns and inquiries from College personnel students public and others by disseminating information requiring discretionaryjudgmentandextensiveknowledgeofCollegepoliciesprocedures activities etc. or referring issues and concerns to supervisor department leadership or the appropriate party for resolution and following up to ensure satisfactory results.
- Collaborates with department leadership to establish organizationalunit workflow schedules.
- MonitorsMaritime facility officeandinstructionalsupplyinventoryandarrangesfor replenishment of items as necessary.
- Assistsincoordinatingcreatingandeditingdepartmentalpublicationsand presentations.
- Travels to Lexington campus daily to collect mail and distribute documents for the entire MERTS campus.
- WhenneededperformslighthousekeepingdutiesITsupportandroomsetupto ensurefacilitiesarealwaysorderlyandpreparedtohostingmeetingsandclasses.
- Performsotherdutiesofasimilarnatureorlevel.
MINIMUM QUALIFICATIONS
Educationand Experience
Minimum Qualifications:
Associatedegreeandfiveormoreyearsofprogressively responsible experience in administrative support within educational or student service programs or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
DESIRED QUALIFICATIONS
- PreviousexperienceworkinginahighereducationorK-12institution.
- Previous experience with program coordination and compliance reporting.
KNOWLEDGE REQUIRED:
- Knowledgeofspecificprocessespoliciesandproceduresconcerningofficeenvironments and/or educational institutions.
- Knowledgeofdataprocessingmethodsinformationstorageandretrievaltechniques.
- Knowledgeofbasicofficemanagement purchasing protocols andwork-flowprocedures.
- Knowledgeofbasicrecord-keepingpracticesandaccountingprocedures
SKILLS REQUIRED:
- Excellentcustomerservice
- Excellentorganizationaland leadership skills including follow-up protocols.
- Prioritizing and organizing multiple administrative tasks.
- Performing accurate data entry and maintaining confidential records
- Preparing detailed reports and facilitating audit processes.
- Using discretion and independent judgment in handling program matters.
- Mathematicalcomputations.
- Financialandstatisticaldata-gatheringcompilationandpresentation.
- Writtencommunicationmeetingminutesrecapsandtransposingrecordedmeeting notes to official meeting minutes.
- Communication andinterpersonalskillsasappliedtointeractionwith externalconstituents supervisors college administration faculty staff and students.
- Operatingacomputerwordprocessingdatabaseandspreadsheetapplications;readand create e-mail messages; access the intranet system to find and complete forms and read institutional documents; access the internet and the Colleges web site; use the calendaring function of the Colleges e-mail system; and utilize department specific data entry and/or work order software to facilitate departmental tasks.
WORK ENVIRONMENT
Based at the MERTS Campus with regular interaction with students faculty administrative staff and external agencies. Primarily sitting in an office type environment. Must be able to move tables chairs and lift at least 25 pounds. Frequent and continuous computer use is required.
VETERANS PREFERENCE: In order to establish veteran preference please upload completed Form DD214 (per OAR and OAR (3)) in Other Documents area. If you wish to be considered for Disabled Veterans Preference please upload your DD215.
This position is not remote. Applicants must be available to perform their duties in person as part of the on-site team.
Required Experience:
IC
Key Skills
- Project Management Methodology
- Project / Program Management
- Program Management
- Management Experience
- Microsoft Powerpoint
- Project Management
- Microsoft Project
- Budgeting
- DoD Experience
- Leadership Experience
- Supervising Experience
- Contracts
