Senior Manager Operations & Administrations (CE&T) - Oakton College - Military Veterans

Location: Skokie, IL Category: Staff Posted On: Tue Feb 4 2025 Job Description:

Basic Function and Responsibilities:

Lead, plan, assess and manage all activities that support enrollment and operations related to the Division of Continuing Education, Training, & Workforce Development. With the Director of Operations & Administration, work to establish the vision and direction of the Operations team to support the College's strategic plan and goals. Research, develop, and implement innovative registration processes specifically designed to reduce and eliminate barriers and promote equity. Ensure all current processes and systems adhere to state requirements. Responsible for marketing of all non-credit programs including the publication of the course schedule.

Manage and coordinate activities and functions in areas of scheduling, registration, records, tuition collection and refunds, and the day-to-day operations at both campus offices and various off campus Alliance office Sites.

Characteristic Duties and Responsibilities:

• Train, evaluate, and lead Operations staff including Operations Specialists, Technical Specialists, Registration, and Marketing staff, as well as off-site staff and courier, including Supervisors, Building Managers and Security at the area high schools. Train, mentor, and guide staff in the recruitment, hiring, training and supervision of assistant staff and student employees. Various staff work at locations off campus and during evening hours.
• Oversee, maintain and train on all technological systems that support the student experience. Lead in the development, implementation, and supervision of related technology including Destiny, Axiom, OnBase, and Sharefile. Identify and develop procedures and training for Division staff and departments.
• Lead the processes of reviewing all continuing education student and data records to ensure all are created and maintained according to federal, state (ICCB), and local standards. Ensure the accurate and timely integration of all data Including demographic information, enrollment, grades, payments, refunds, and unofficial transcripts between multiple systems. Identify errors, their source, and direct the correction of such. Oversee records compliance with ICCB mandates and other accrediting agencies standards.
• Direct the activities of personnel responsible for areas of student services, course building, scheduling, registration, data entry, marketing, and records, cash handling and payment processing, and day-to-day operations at various sites. Oversee the registration process and ensure the accurate processing of cash, checks, or credit cards.
• Identify needs, develop and lead the training on applicable course information creation and submission in accordance with state (ICCB) regulations. Monitor all course submissions for accuracy and coach or train CE&T Division staff to improve or correct submissions. Direct the building of all classes at the course and section level and any changes and/or withdrawals.
• Attain and maintain an in-depth knowledge of multiple databases and technical systems, and the ability to utilize critical thinking to solve problems related to the functionality and integration between the systems. Troubleshoot problems within all systems on behalf of the students, the Operations team, Oakton IT Helpdesk, and the entire CE & T division. Serve as a subject matter expert and liaise with the IT department.
• Monitor CE&T web pages for accuracy and update as needed. Direct and coordinate the production and distribution of all marketing literature including specialized brochures as well as the production of the printed class schedules.
• Develop policies, procedures, and data-driven practices for registration management utilizing best practices and strategies to improve efficiency and achieve key performance indicators while maintaining a focus on equity and College goals. Initiate assessment of registration and payment policies and procedures to determine effectiveness, relevance, and efficiency. Continually monitor, correct, create, and update procedures. As necessary, develop and recommend policy improvements for administrative approval.
• Organize, coordinate, and manage the operational functions of the office including personnel supervision, assignment of staff responsibilities, information dissemination, maintenance of confidential files and records.
• Serve as part of the CE&T Division Leadership team to identify division-wide issues and concerns and lead initiatives for improvements and resolution related to technology, registration and student records.
• Research marketing trends that may support the division's efforts. Identify and assess marketing effectiveness and recommend best practices to CE&T Administrators and Senior Managers.
• Direct and assist in the entry of grades for all CE&T students.
• Review, approve, and monitor for accuracy all tuition refunds. Work with the Bursar's office and the TouchNet system to correct and resolve any problems, chargebacks or NSF check payments.
• Assist the Director of Operations & Administration with long range planning.
• Create and implement training to ensure that all applicable staff are aware of and able to apply and follow all policies and procedures. Serve as the final decision maker in student complaints. Resolve students' concerns utilizing the CE&T policies and practices.
• Conduct analytical studies relating to CE&T programs, ICCB mandate requirements, and room utilization to ensure compliance, results and maximum utilization.
• Perform other job-related duties as assigned.

Job Requirements:

Required Qualifications:

• Five years management experience in an academic setting with at least three (3) years as a supervisor.
• Master's degree, in higher education administration or Management or in a related field; or equivalent combination of education and work experience.
• Written and verbal communication, organizational and public relations skills. Ability to persuade, explain procedures and interpret policies. Competency in critical thinking and problem solving.
• Proficiency in Microsoft Office Suite.
• Ability to develop operational processes and procedures in an educational/academic setting with an emphasis on customer service and operations.
• Ability to proofread and check documents for errors as well as the ability to perform data entry to input and update data.

Preferred Qualifications

• Two (2) years professional program management work experience in a two- or four-year College.
• Two (2) years experience with Banner, Destiny and /or other registration software.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Drive, Slides and Meet)
• In depth experience with multiple computer-based software systems including Student Information, CRM and Activities, Enrollment Software, and Data Management.

Working Conditions

Local travel is required. Must travel to and between multiple campuses and sites.

General office work environment. Little or no exposure to adverse working conditions.

Additional Information:

Supervision Received:

Administrative supervision is received from the Director of Operations & Administration.

Supervision Exercised:

Administrative supervision is exercised over six (6) full-time classified staff, three (3) part-time classified staff, and student employees.

HOURS: Monday - Friday 8:15 am - 5:00 pm (Some evening hours may be required due to the needs of the College)

SALARY: $74,882

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

Below is the link in regards to Oakton's benefits:

https://www.oakton.edu/about/offices-and-departments/human-resources/

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