Operations Manager, Continuing Education

Tyler Junior College; Tyler (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Tyler Junior College is seeking an Operations Manager to coordinate daily operations supporting Continuing Studies courses, programs, and contract training. You will collaborate with Program Development Managers, instructors, students, and college departments to ensure accurate processes and a positive student and customer experience.

You will handle course proposals, registrations, payments, room reservations, data maintenance, enrollment monitoring, and coordination of third-party enrollment

Qualifications

• Associate’s Degree is required.
• Two years of experience in an office environment.

Responsibilities

• Assist student inquiries by providing departmental course and program information.
• Assist with student registration in person and via phone.
• Process student payments and refunds.
• Coordinate scheduling of designated repeat courses and manage course data.
• Provide course numbers, registrations, and room reservations.
• Oversee enrollment monitoring and course profitability calculations.
• Handle third-party enrollment documents and contract training invoices.
• Maintain electronic course files and compliance documentation.
• Assist with student outreach and course communications.
• Answer and route incoming calls.

Skills

Collaboration/Teamwork

Computer Software Skills

Customer Service

Data Analysis

Decision-making

Ellucian Banner

Internet Research

Interpersonal Skills

Leadership

Math Skills

Money Handling

Multi-tasking

Negotiation

Written Communication

Organizational Skills

Presentation /Public Speaking

Problem-solving

Project Management

Time Management

Typing/Word Processing

Education

Associate’s Degree

Job description

The Operations Manager is responsible for coordinating and managing the daily operational activities that support Continuing Studies courses, programs, and contract training. This position ensures daily operational processes are completed accurately and in accordance with college procedures, applicable guidelines, and departmental standards. Works collaboratively with Program Development Managers, contract training staff, instructors, students, and College departments to support effective program delivery and a positive student and customer experience.

Primary Responsibilities

• Assist student inquiries by providing departmental course and program information.
• Assist with student registration in person and via phone.
• Process student payments and refunds.
• Work in tandem with Program Development Managers and contract training staff to ensure that all operational components of their respective courses and programs are successfully executed.
• Provide help to Program Development Managers and contract training staff when needed to identify appropriate WECM numbers needed for funded courses.
• Provide relevant program data to assist in course development planning.
• Maintain course data in the CE registration system to meet all guidelines, accreditations, and course compliance.

Daily Operations

• Process course proposals, including assigning course and section numbers while maintaining electronic management standards
• Process requests for textbook and supply orders.
• Input course sections with all pertinent information for registration purposes.
• Input course room reservations for upcoming classes and events.
• Oversee the submission and accuracy of course information on the registration platform.
• Monitor courses for enrollment and profitability using departmental formulas and, in cooperation with Program Development Managers and corporate training staff, when appropriate.
• Coordinate scheduling of designated repeat courses at the direction of Program Development Managers and contract training staff.
• Prepare course rosters and instructor assignment agreements for scheduled classes.
• Process course completion documents to include attendance rosters, instructor payments, and student course completions and grade submissions.
• Assist with course cancellations for all Continuing Education classes.
• Assist with student outreach for course communication.
• Oversee and process third-party enrollment paperwork and documents for Business Services.
• Oversee and process contract training invoices and related documents for Business Services.
• Coordinate classroom readiness for Continuing Education classes.
• Assist with student/customer questions, concerns, or complaints.
• Answer and route incoming calls

Information and Records Management

• Manage electronic course files, including building scanned course files and maintaining accurate and updated information for possible audits and SACs requirements.
• Maintain electronic vendor and grant files.
• Responsible for monitoring daily enrollment and vitality dashboard reports from the CE software system.
• Maintain accurate student data to prevent and correct system identification duplication in accordance with the College’s data standards.

COMPETENCIES

Knowledge, Skills, and Abilities

Collaboration/Teamwork, Computer Software Skills, Customer Service, Data Analysis, Decision-making, Ellucian Banner, Internet Research, Interpersonal Skills, Leadership, Math Skills, Money Handling, Multi-tasking, Negotiation, Written Communication, Organizational Skills, Presentation /Public Speaking, Problem-solving, Project Management, Time Management, Typing/Word Processing

SUPERVISORY RESPONSIBILITIES

Individual Contributor

Work Environment: Some work may be required outside of normal business hours

Physical Demands: Sitting, walking, standing, repetitive motion

Travel Required: Yes - Minimal

If travel is required, the candidate must have and maintain a current, valid Texas driver’s license and an acceptable driving record.

Required Education

Associate’s Degree

Required Experience

Two years of experience working in an office environment

EXPECTATIONS

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Will have contact – in person, by email, or by phone – with staff, students, and the general public.
• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.
• Regular and punctual attendance is an essential function of each employee.

NOTE: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands.