Program Coordinator, Fire Academy

Department:

Fire Academy Location:

KeyBank Public Safety Training Center Reports To:

Fire Academy Director Recruitment Type:

External/Internal Requisition ID:

req6921

Employment Type:

Full-Time Support Staff Union Position:

Non-Union Work Schedule:

Monday-Friday, 8:30 a.m-5p.m., with occasional evenings and weekends based on Fire Academy needs.

Number of Openings:

1

Job Description:

SUMMARY Coordinates the day-to-day operations of the Fire Academy. Collects necessary information to track the success of basic outcomes processes and procedures to support the on-going analysis and improvement of departmental efforts. Works with management to implement the communications priorities of the department and College. Leverages a sound understanding of the departmental focus to collaboratively work with colleagues to achieve goals of the Fire Academy, Workforce Innovations Division, and College. Contributes to the continued effectiveness of the team and department by developing and sustaining positive, productive customer and employee relationships. Provides a full range of secretarial and scheduling support to both the Director and department. Efficiently creates, manages, and files the state-mandated paperwork for the department, as well as required college documents.

ESSENTIAL FUNCTIONS

Manages leadership schedules and calendars; schedules internal and external meetings and activities with business, community, and government institutions; as directed, prepare and assemble agendas, packets, and other pre-meeting materials. Schedules all events, classes, and meetings occurring in the Public Safety Training Center. Provides support to High School Fire Academy, Public Safety Dispatch, and all Adult Fire Academies. Positively responds to departmental requests in a timely manner with strong emphasis on outstanding customer service. Guides Fire Academy students through all aspects of registration process. Engages in timely, detailed correspondence with prospective students regarding the Fire Academy. Provides administrative support to Director, Commanders, and Instructors. Records all grades and attendance of each Fire Academy student. Assists Director and Commanders in ensuring all missed classes are made up by the student in a timely manner. Meets and maintains all requirements of the State of Ohio, Department of Public Safety, database access, and test proctor security eligibility. Requests course identification numbers from State of Ohio Division of EMS website and enters all student information into the state website. Requests course reference numbers prior to the start of each semester. Processes all Individual Education Plan (IEP) paperwork in accordance with College policy, and State of Ohio, Department of Public Safety. Provides assistance to the team's efforts to complete departmental assignments. Collaborates with Director and fellow staff members to ensure students fulfill requirements of high-quality program. Maintains Test Proctor status to administer Fire Academy and Advanced Training state examinations. Maintains on-going communication with departmental leadership to report important information, occurrences, and issues within the department. Attends staff and project team meetings and provides follow-up on meeting outcomes including tracking resulting activities and projects. Prepares and maintains confidential correspondence and documents and assists in processing documents related to employees, employment, benefits, and performance review activities. Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate. Develops strong working relationships with key departments and employees across the College and in the community, such as financial aid, enrollment centers, and counseling departments. Establishes and maintains general office files and records, including records for each student and their Ohio Department of Public Safety documents. Assists with the preparation of reports, presentations and publications, including research, writing, and copy-editing. Prepare all materials needed for classes each day. Assists with updating Fire Academy webpage. Submits accurate reports to the state of Ohio. Assists with other College-wide projects, initiatives, and committees. Participates in college wide meetings with counsellors regarding the Fire Academy. Schedules, coordinates & plans biannual graduation ceremonies for Fire Academy cadets and their families. May select, train, supervise and evaluate part-time student assistants, interns, and part-time assistants. May aid in the planning, maintaining, and monitoring of Fire Academy budget. Performs other duties as assigned.

REQUIRED QUALIFICATIONS EDUCATION AND EXPERIENCE/TRAINING

Associate degree and a minimum of three (3) years; OR a bachelor's degree and a minimum of two (2) years of: Demonstrated progressively responsible experience in professional office environment. Demonstrated experience making sound decisions that affect a work unit or team. Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations. Significant related experience may substitute for education. KNOWLEDGE, SKILLS, and

ABILITIES

Excellent customer service skills and proven ability to develop and sustain productive customer relationships. Possess strong organizational and time-management skills. Possess excellent written, verbal, and interpersonal communication skills. Possess excellent proofreading and editing skills. Ability to foster a team environment and work collaboratively. Ability to research and analyze issues and develop solutions. Ability to manage multiple projects simultaneously in a deadline-driven environment. Ability to work accurately with great attention to detail. Ability to effectively respond to requests from multiple levels of the College in various departments. Possess working knowledge of administrative support concepts, practices, and procedures with the ability to use in varied situations. Demonstrated basic project management skills. Demonstrated proficiency with college computer based operating systems, Microsoft Outlook, Word, Excel, and PowerPoint. Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity. Ability to develop and maintain relationships with key contacts to enhance workflow and quality. Possess sensitivity to appropriately respond to the needs of students and the community.

COMPETENCIES CRITICAL COMPETENCIES

Service Focus Communication Quality of Work

VERY IMPORTANT COMPETENCIES

Collaboration Adaptability

IMPORTANT COMPETENCIES

Time Utilization Continuous Improvement

PREFERRED QUALIFICATIONS EDUCATION AND EXPERIENCE/TRAINING

Bachelor's degree. Demonstrated experience with Banner System and other College-specific software. Demonstrated experience making sound decisions that affect a work unit or team. Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations.

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.) The work is performed in a normal, professional office environment. The work area is adequately lit, heated, and ventilated. Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying light items such as papers, files, pamphlets, books, etc. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite.

Target Starting Salary Range:

$45,000 to $50,000 The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity, the unit's available budget, and the candidate's qualifications in relation to the minimum and/or preferred job requirement(s).

Special Note:

If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure . Special Instructions to

Applicants:

During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Equal Opportunity Statement:

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.