Office Manager of Workforce Development

Virginia's Community College System; Richmond (VA); On-site; USD 35,000 - 45,000; Full time

Job summary

Virginia Highlands Community College is seeking an Office Manager of Workforce Development to guide enrollment in workforce programs, support registration and funding processes, and serve as the main operational resource for WES. This full-time role requires coordinating complex enrollment transactions and maintaining course materials to ensure smooth student experiences.

The position emphasizes data accuracy, problem-solving, and strong communication with students, instructors, and staff, with

Qualifications

• Associate’s degree and/or equivalent experience in administrative support and/or office management.
• Knowledge of the role of workforce development within the college community and the services provided.
• Knowledge of enrollment processes and workflows.
• Excellent oral and written communication skills, collaborative problem-solving skills, and organizational skills.
• Ability to support an environment of strategic continuous improvement.
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Strong interpersonal skills to engage and provide support to students, instructors, staff, and other stakeholders.
• Ability to identify challenges, determine options, troubleshoot issues, and support timely resolution.
• Demonstrated ability to manage simultaneous tasks and projects to successful completion.
• Demonstrated commitment to community college philosophy and student success.
• Knowledge of workforce classes, FastForward career training, and other programs that could benefit prospective students.

Responsibilities

• Assists the Workforce staff with enrollment of students into Workforce Development programs by guiding prospective students through enrollment and funding processes.
• Supports registration of students for classes and processes transfers, refunds, cancellations, payments, and other enrollment transactions.
• Servies as an escalation resource for complex registration, funding, payment, and eligibility issues.
• Makes and assembles class materials, including rosters, attendance sign-in sheets., evaluations, instructor course packets, and related materials as needed.
• Responds to student concerns and complaints and assists with researching and resolving enrollment or operational issues.
• Submits completion-verification reports and other required information to government, professional, credentialing, and regulatory agencies.
• Enters and validates course grades, credentials, completion information, and other required student records.
• Documents enrollments, progress, and payment for FastForward, G3, FANTIC and other applicable funding programs.
• Serves as Workforce Development’s primary functional resource and subject-matter expert for WES.
• Creates, clones, modifies, maintains, validates, and troubleshoots courses, classes, schedules, discounts, series, certificates, and related information in WES.
• Maintains advanced knowledge of WES functionality, registration workflows, funding processes, reporting, and date requirements.
• Identifies WES Issues and coordinates resolution with appropriate college, VCCS, and vendor resources.
• Develops and maintains WES procedures and provides guidance and training to Operations staff and other Workforce Development employees as appropriate.
• Conducts data-quality reviews and coordinates correction of WES discrepancies.
• Produces and validates operational data and reports related to enrollment, fill rates, registration, completion, credentials, funding and other performance measures.
• Communicates approved program, course, and schedule changes requiring website updates.
• Monitors alignment between WES and Workforce development website information and identifies discrepancies, outdated information, broken or ineffective registration pathways, and integration issues.
• Coordinates and tracks corrections with appropriate college and vendor resources and validates implementation of corrections affecting Workforce Development course information and registration processes.
• Monitors scheduled classes and provides enrollment and fill-rate information to the appropriate program staff.
• Serves as a senior operational resource to the Workforce Development staff.
• Cross-trains Operations staff in WES, registration, funding, and related procedures.
• Provides backup support for other registration and operational functions as needed.

Skills

Enrollment processes

Microsoft Office

Oral and written communication

Problem-solving

Organizational skills

Customer service

Team collaboration

Education

Associate’s degree or equivalent experience

Tools

PeopleSoft

Workforce Enterprise System (WES)

Job description

Working Title Office Manager of Workforce Development Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 29600019 Agency Virginia Highlands Community College Division Virginia Highlands Community College (Div) Work Location Washington - 191 Hiring Range $35,000-$45,000 Emergency/Essential Personnel No EEO Category 6-Administrative Support Full Time or Part Time Full Time

Does this position have telework options? -Telework options are subject to change based on business needs- No Does this position have a bilingual or multilingual skill requirement or preference? No

Work Schedule Flexibility to work 40 hours weekly within the hours of 8:00 a.m. to 5:00 p.m. Monday-Fridays.

Sensitive Position No Job Description

Virginia Highlands Community College serves our community by providing quality and affordable education, training, and cultural activities through an array of flexible, diverse programs that enable community members to succeed today and in the future.

Job Responsibilities

• Assists the Workforce staff with enrollment of students into Workforce Development programs by guiding prospective students through enrollment and funding processes.
• Supports registration of students for classes and processes transfers, refunds, cancellations, payments, and other enrollment transactions.
• Servies as an escalation resource for complex registration, funding, payment, and eligibility issues.
• Makes and assembles class materials, including rosters, attendance sign-in sheets., evaluations, instructor course packets, and related materials as needed.
• Responds to student concerns and complaints and assists with researching and resolving enrollment or operational issues.
• Submits completion-verification reports and other required information to government, professional, credentialing, and regulatory agencies.
• Enters and validates course grades, credentials, completion information, and other required student records.
• Documents enrollments, progress, and payment for FastForward, G3, FANTIC and other applicable funding programs.
• Serves as Workforce Development’s primary functional resource and subject-matter expert for WES.
• Creates, clones, modifies, maintains, validates, and troubleshoots courses, classes, schedules, discounts, series, certificates, and related information in WES.
• Maintains advanced knowledge of WES functionality, registration workflows, funding processes, reporting, and date requirements.
• Identifies WES Issues and coordinates resolution with appropriate college, VCCS, and vendor resources.
• Develops and maintains WES procedures and provides guidance and training to Operations staff and other Workforce Development employees as appropriate.
• Conducts data-quality reviews and coordinates correction of WES discrepancies.
• Produces and validates operational data and reports related to enrollment, fill rates, registration, completion, credentials, funding and other performance measures.
• Communicates approved program, course, and schedule changes requiring website updates.
• Monitors alignment between WES and Workforce development website information and identifies discrepancies, outdated information, broken or ineffective registration pathways, and integration issues.
• Coordinates and tracks corrections with appropriate college and vendor resources and validates implementation of corrections affecting Workforce Development course information and registration processes.
• Monitors scheduled classes and provides enrollment and fill-rate information to the appropriate program staff.
• Serves as a senior operational resource to the Workforce Development staff.
• Cross-trains Operations staff in WES, registration, funding, and related procedures.
• Provides backup support for other registration and operational functions as needed.

THIS IS NOT A REMOTE POSITION

This is a full-time position with comprehensive benefits.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

• Associate’s degree and/or equivalent experience in administrative support and/or office management.
• Knowledge of the role of workforce development within the college community and the services provided.
• Knowledge of enrollment processes and workflows.
• Excellent oral and written communication skills, collaborative problem-solving skills, and organizational skills.
• Ability to support an environment of strategic continuous improvement.
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Strong interpersonal skills to engage and provide support to students, instructors, staff, and other stakeholders.
• Ability to identify challenges, determine options, troubleshoot issues, and support timely resolution.
• Demonstrated ability to manage simultaneous tasks and projects to successful completion.
• Demonstrated commitment to community college philosophy and student success.
• Knowledge of workforce classes, FastForward career training, and other programs that could benefit prospective students.

Additional Considerations

• Proficiency with PeopleSoft student information system and/or Workforce Enterprise System (WES).
• Demonstrated proficiency with WES functionality, including course and class setup, registration workflows, data management, and troubleshooting.
• Experience in customer service and administrative support.
• Experience supporting workforce training, continuing education, or other noncredit educational programs.
• Experience administering FastForward, Workforce Credentials Grant, FANTIC, G#, third-party billing, or other workforce funding programs.

Operation of a State Vehicle Yes Supervises Employees No Required Travel Occasionally for training.

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.