Workforce Development Operations Support Specialist

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

Benefits offered by this job

Health insurance

Dental insurance

Disability insurance

Life insurance

Generous leave benefits

Tuition waiver

Job summary

Piedmont Virginia Community College (PVCC) in Charlottesville, VA, seeks a Workforce Development Operations Support Specialist to provide administrative, logistical, registration, data, and systems support for its Workforce Development programs. The role ensures efficient day-to-day operations and compliance with funding requirements.

As the primary operational resource for WES, the specialist handles course setup, funding processes, and data reporting, coordinating with Marketing and

Qualifications

• Knowledge of enrollment processes and workflows.
• Excellent oral and written communication 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.

Responsibilities

• Guides prospective students through enrollment and funding processes.
• Registers students for classes and handles transfers, refunds, and payments.
• Acts as escalation resource for complex enrollment issues.
• Maintains class materials, rosters, and attendance sheets.
• Responds to student concerns and researches enrollment issues.
• Prepares materials for Workforce Development events.
• Submits reports to government and regulatory agencies.
• Maintains WES data, course setup, and registration workflows.
• Produces operational data and reports on enrollment and funding.

Skills

Communication skills

Organizational skills

Problem-solving

Continuous improvement

Interpersonal skills

Microsoft Office proficiency

Multitasking

Team collaboration

Student services mindset

Tools

PeopleSoft

Workforce Enterprise System (WES)

Excel

Word

PowerPoint

Job description

Title: Workforce Development Operations Support Specialist

Agency: Piedmont Virginia Community College

Location: Charlottesville - 540

FLSA: Nonexempt

Hiring Range: $50,000 - $55,000

Full Time or Part Time: Full Time

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 seeks to attract, welcome, and retain individuals who reflect the communities we serve.

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 online course-discovery and registration experience by identifying operational barriers and recommending process or system improvements.
• Monitors scheduled classes and provides enrollment and fill-rate information to the Operations Manager and appropriate program staff.
• Serves as a senior operational resource to the Operations Manager and other Operations staff.
• Supports implementation, testing, documentation, and improvement of operational processes.
• Cross-trains Operations staff in WES, registration, funding, and related procedures.
• Provides backup support for other registration and operational functions as needed.

Benefits include:

• Choice of health, dental, disability, and life insurance plans offered through the Commonwealth of Virginia
• Generous leave benefits
• Tuition waiver program for studies at PVCC and opportunities for professional development and career advancement

Minimum Qualifications:

• 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, fast-track career training, and other programs that could benefit prospective students.
• 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.

Additional Considerations:

• Additional education in a related field.
• Experience in customer service and administrative support.
• Fluency with current computer software, including Word, Excel, and customer-relations databases (CRMs).
• Effective oral and written communication skills and ability to communicate clearly and concisely with staff and the public by telephone, email, and in person.
• Experience supporting workforce training, continuing education, or other noncredit educational programs.
• Experience administering FastForward, Workforce Credentials Grant, FANTIC, G3, third-party billing, or other workforce funding programs.
• Experience with data reporting, data-quality review, or systems administration.
• Experience coordinating course and registration information across student information systems, registration systems, websites, or other digital platforms.