Workforce Development Operations Support Specialist

Virginia Community Colleges; Charlottesville, Northern (VA, KY); Hybrid; USD 50,000 - 55,000; Full time

Job summary

Piedmont Virginia Community College ( PVCC ) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena ( JPJ ).

As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of

Responsibilities

• Assists the Operations and Registration Manager 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.
• Serves 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.
• Assists with preparation of materials for Workforce Development events.
• 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 payments for FastForward, G3, FANTIC , and other applicable funding programs.
• Performs financial transactions associated with student registrations, transfers, cancellations, refunds, and related enrollment activity.
• 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 data 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.
• Serves as Workforce Development’s primary operational liaison with Marketing and Communications regarding program, course, schedule, pricing, registration, and related website information.
• 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.
• Supports efforts to improve the

Job description

Workforce Development Operations Support Specialist

Please see Special Instructions for more details.

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Posting Summary

Working Title

Working Title Workforce Development Operations Support Specialist

Role Title

Role Title Education Support Specialist II

Role Code

Role Code 29143-SW

FLSA

FLSA Nonexempt

Position Number

Position Number 28200099

Agency

Agency Piedmont Virginia Community College

Division

Division Piedmont Virginia Community College (Div)

Work Location

Work Location

Hiring Range

Hiring Range $50,000 - $55,000

Emergency/Essential Personnel

Emergency/Essential Personnel No

EEO Category

EEO Category

Full Time or Part Time

Full Time or Part Time Full Time

Telework options

Does this position have telework options? -Telework options are subject to change based on business needs-

Bilingual or multilingual skill requirement or preference

Does this position have a bilingual or multilingual skill requirement or preference?

Work Schedule

• Flexibility to work 40 hours weekly within the hours of 8:00 a.m. to 5:00 p.m. Monday – Fridays. This is a full-time (non-exempt) position providing services in-person for students and staff at college and community locations.

Sensitive Position

Sensitive Position No

Job Description

Piedmont Virginia Community College ( PVCC ) is a nonresidential two-year institution of higher education that serves Central Virginia – principally residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa and Nelson. Our scenic campus is located in Albemarle County, Virginia. We are one of 23 community colleges in Virginia that comprise the Virginia Community College System ( VCCS ).

Position Description – Workforce Development Operations Support Specialist

Piedmont Virginia Community College ( PVCC ) is a public, open access institution of higher education in the Virginia Community College System whose main campus is located in Charlottesville, Virginia. This is home to the Charlottesville Historic Downtown Mall, The Jefferson School African American Heritage Center, and the John Paul Jones Arena ( JPJ ). As a comprehensive community college, the College provides quality, accessible, and affordable educational opportunities for the residents of the City of Charlottesville and the counties of Albemarle, Buckingham, Fluvanna, Greene, Louisa, and Nelson. For more information, please visit: pvcc.edu

PVCC is known throughout the community and the Virginia Community College System for its exceptional faculty and staff, the quality of its programs and services, and the success of its students. PVCC seeks to attract, welcome, and retain individuals who reflect the communities we serve.

Position Title: Workforce Development Operations Support Specialist

Department: Workforce Development

Employment type: Full-time classified, non-exempt

Position Purpose: The Workforce Development Operations Support Specialist provides administrative, logistical, registration, data, and systems support for Piedmont Virginia Community College’s Workforce Development programs, ensuring efficient day-to-day operations, accurate data management, high-quality student service, and compliance with institutional, state, and funding requirements.

The Specialist serves as a senior operational resource for student registration and funding, course and class setup, WES administration, data integrity, reporting, and related processes supporting open-enrollment and contract and corporate training. The Specialist is Workforce Development’s primary functional resource for the Workforce Enterprise System ( WES ) and primary operational liaison with Marketing and Communications for ensuring that program, course, schedule, and registration information presented on the college website is accurate, current, and aligned with approved Workforce Development offerings and information maintained in WES .

Duties and Responsibilities

• Assists the Operations and Registration Manager 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.
• Serves 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.
• Assists with preparation of materials for Workforce Development events.
• 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 payments for FastForward, G3, FANTIC , and other applicable funding programs.
• Performs financial transactions associated with student registrations, transfers, cancellations, refunds, and related enrollment activity.
• 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 data 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.
• Serves as Workforce Development’s primary operational liaison with Marketing and Communications regarding program, course, schedule, pricing, registration, and related website information.
• 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.
• Supports efforts to improve the