Position Description Cover Sheet

Transcription

1 Position Description Cover Sheet In order to make an objective and accurate evaluation of a position, it is very important that the position description (PD) contain specific data. Therefore, please provide all information requested and forward this form through the division dean to the Human Resources Office for classification. Title Student Engagement Support Manager Division/department SES Campus PRIN Check one: New PD Revised PD X No changes to PD Please identify any similar positions already established within the department: Faculty Support Specialist/Business Office Coordinator/Student Records Specialist/Student Support Coordinator/Administrative Assistant ACS/Call Center Specialist/SSC Administrative Assistant Is this a Director-Level position? Yes No X_ Reports to C. Regina Bowman-Golding Date _5/3/18 (Signature) Title of Position Reported to Executive Director, Student Engagement Approval (Signature - Second-Level Supervisor) Approval (Signature - Dean or President) Account code(s) Work schedule 8:15 5:15 PM or 8:30 5:30 PM Monday Thursday with an hour lunch; 8:30 5:00 PM Friday with an ½ hr lunch. Flexibility required to meet the needs of the position. Several mandatory Saturdays throughout the academic year._ FOR HUMAN RESOURCES DEPARTMENT USE: Position number #5096 Grade Statistical group Exempt / Non-exempt Requires Financial Disclosure Statement If the employee s primary position is EXEMPT, there are no limitations for working in a secondary position. If the primary position is NON-EXEMPT, the following rules apply: 1. The employee cannot hold credit or credit-free part-time faculty positions unless a special exception is made by the division VP. 2. The employee must record the total combined hours worked on the system-generated time sheet which is distributed each pay period. The employee is responsible for obtaining the signatures of both supervisors on this time sheet. 3. The employee's total combined hours worked for all positions should not exceed 40 hours in a workweek.

2 POSITION DESCRIPTION FOR: _ Student Engagement Support Manager 1. Core Responsibilities: Prioritize tasks and responsibilities and summarize them below. Please provide percentages of time allotted to each particular task or responsibility, making sure that the total percentage equals 100%. Please give specific duties and avoid using generalizations or other duties as assigned. The Student Engagement Support Manager is responsible for managing the support functions of the department and coordinating the marketing materials to be used for educating our students and community. 50% - Student Engagement Support Maintain departmental database systems, to include student access, starfish monitoring, program impact, and vendor lists for disability support service provisions Assist Executive Director with data mining to determine activities/programs to improve services to students Supports the development and dissemination of the Student Engagement Calendar. Departmental supply ordering for department Upload TV monitor material for the PRIN campus Develop/run queries for departmental needs Needs assessment of customers and referral Correspondence distribution for the department Collaborates with the Student Engagement Coordinator for the purpose of program execution Manages logistics for departmental programs (retreats, meetings, departmental events, etc.) 20% -Project Management First Year Experience Communication Liaison FYS Student planning initial program review and advisor assignment Schedule manager to ensure the cohesive transition of activities and information dissemination from first semester to second semester and from first year to second year based on best practices. Collaborates with Student Engagement Coordinator to manage social media presence for the department and create marketing materials to highlight programs of the department 15% - Supervision of welcome/information/express desk staff for all campuses, including temp and student workers. Determine office coverage for front line staff Assist with welcome desk coverage in absence of assistance Assist with Registrar processing conducted at the welcome desk in the absence of Registrar staff; such as continuing education registration, transcript processing, and enrollment verifications New Hire Coordination and processing General customer service 10% - Cost Center Budget Management of Student Engagement department, including ADA budget, Veterans Affairs budget, FYE budget, Special Programs budget (Men of Excellence, Mentor programs, etc.), and overall support budget 5% - College committee work such as hiring committee service, annual campaign co-chairing, anniversary committee involvement 2. Education/Knowledge Required: Specify required degrees, experience, special skills and abilities necessary for satisfactory performance.

3 Associate degree 3-4 years clerical/secretarial experience required 1 year supervisory experience required Demonstrated proficiency in Microsoft office suite required Demonstrated excellence in Customer Service required Proficient/accurate data entry sills preferred Budget management experience preferred Excellent communication skills; written and oral Experience working in an educational environment preferred 3. Supervision: List all position titles reporting directly to this position, full-time or part-time. Include student assistants, temporary, permanent and part-time faculty supervised in a typical semester or year. Supervises permanent, temporary, and 2 4 student employees at each campus throughout the academic year. 4. Internal & External Contacts: Identify contacts required within and outside the college, and purpose of contacts. (Example: Contacts vendors for supplies and materials; or meets with tri-county public and private employers to determine training needs) Daily contact with customers; students and community members and student engagement team;, directing and addressing their steps towards services offered by the department. Daily contact among CSM campuses and departments for matters that impact student engagement, progression, and retention; such as Human Resources/Payroll, Admissions, Institutional Research, Equity and Diversity, Public Safety and Preparedness, Foundation/Development, Marketing, Community Relations, Community and Workforce Development, Academic Divisions, Registrar, Scheduling, IT, Bursar, Financial Assistance, Veterans Affairs, Student Success, and Procurement. Frequent contact with student engagement team members and partners for facilitation of program development and implementation Frequent contact with service providers for disability services contract negotiation. Periodic contact with other 2- and 4- year institutions for best practices that impact the work of the department Periodic contact with Division of Financial Services for the purpose of maintaining budgets for the department s cost center and procurement. 5. Guidelines/Procedures/Regulations: Identify guidelines, procedures, instructions, regulations and laws within which the position functions. Be specific. Administrative Manual College Style Manual Policies and procedures of College of Southern Maryland in-house management Family Educational Rights to Privacy Act of 1974 (FERPA)(Buckley Amendment)regarding privacy rights of students American with Disability Act regarding legal requirements for accommodations Civil rights laws regarding discrimination Title IX Veteran s Administration paperwork processing for eligibility

4 6. Communications: Effective verbal communication skills are essential to this position as interaction is required daily for information dissemination to employees and student in the provision of effective and cordial customer service. Effective written communication is necessary for correspondence sent from the department to internal and external stakeholders and partners; not limited to college employees and departments, service vendors, or other college institutions requesting information. 7. Role Complexity: This position requires varied planning deadlines: Planning is required for departmental cycles to determine each area s needs and program execution and transition for the effective service delivery to our student and for departmental meetings and retreats. There are multiple tasks with the need to switch often based on priorities on a daily basis for this position, ranging from appointment making, needs assessment of customers, vendor contact, and call reception; to marketing material development, and project management activities for upcoming events; to supervision of staff. The external forces that impact this positions are generally the needs that the customers bring to the department. The action taken, is based on those required to meet the customer s needs. Otherwise, the daily tasks are planned, though NOT standard. Due to the nature of the work that is done, the only tasks that require little interpretation are the clerical applications such as, data entry. The major complexity of the job is the assessment of customer needs to best determine whether the incumbent has the authority to meet the need or if a referral is necessary. Also the maintenance of departmental needs and timely information dissemination has a great deal of complexity. 8. Creativity & Innovation: This position has creative license to develop marketing materials, and press releases; highlighting the benefits of the departmental programs and services offered, intended to motivate student engagement and celebrate the successes of program implementation with the community at large. Though the employee follows the procedures established by others at a higher level, the employee has the authority to design new ways of performing his/her job duties and that of the direct reports; such as how customers are assessed and processed through for services This position is required to participate in the development and execution of the department s assessment plans to monitor and/or improve existing practices. 9. Impact: The areas of the college that are impacted by the position s work are all support areas that effect a student s progression and department operations; not limited to the Registrar s Office; Advising; Admissions; Student Success; Financial Aid; Human Resources; Payroll; Procurement; Veterans Affairs, Equity and Diversity; Disability Support, Information Technology Services; and to the student engagement staff and students in general.

5 There is a potential for major impact to students if the information obtained is not transmitted to the proper office or is not processed correctly or timely. It could impact a student s ability to get services in time or payment for housing, etc. Most other areas have a limited to moderate impact. 10. Fiscal Responsibility: Describe the fiscal responsibility. Include total dollars that the position directly controls. This position will have view access of all permanent, temporary, and student employee budgets, operational budgets, and other grant funds allocated to the department. 11. Physical Working Environment: Describe the physical working environment and list any hazardous and toxic substances used in the performance of duties. Work schedule may require evening hours and Saturday hours for departmental events several times throughout the fiscal year. Works directly with copy machines, printers, and supplies Must be able to lift 25 lbs. and be around potentially dusty storage areas where supplies would be located. Air-conditioned, smoke-free office space