Program Coordinator - Professional Mariner Training Center

Knowledge and Skills

• The position requires a working knowledge of maritime program goals, objectives, procedures, and regulations. 
• Requires a working knowledge of budgetary methods, procedures, and techniques of cost analysis and reporting. 
• Requires a working knowledge of the policies and procedures associated with the assigned program’s licensing and certification processes for faculty, staff, and students. 
• Requires knowledge of grant-funded programs and administrative processes related to grants and foundation support. 
• Requires working knowledge of goal setting, organization, and time management. 
• Requires a working knowledge of administrative services and programs for developing, retaining, and engaging students. 
• Requires well-developed human relations skills to convey technical concepts to others, to deal with sensitive and confidential information, to give instructions and training, and to facilitate training and discussions in individual and small group settings, and to interact with a wide variety of groups and individuals inside and outside the organization. 
• Requires sufficient human relations skills to convey technical concepts to students, exercise patience, and make presentations to outside agencies. 
• Requires skill in writing professional communications, reports, and materials. 
• Requires sufficient language and writing skills to prepare reports and correspondence
• Requires working knowledge of common office productivity software such as databases, word processing, spreadsheets, and presentation graphics. 
• Requires math skills sufficient to maintain financial and statistical records. 
• Requires the ability to demonstrate sensitivity to a diverse population of individuals. 
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.  

• Requires the ability to perform the essential responsibilities and functions of the position. 
• Requires the ability to learn District and college policies and procedures as well as those associated with grant programs, advising, student services, and leadership. 
• Requires the ability to coordinate programs and activities that require identifying outcomes and sequencing steps from design to implementation and evaluation. 
• Requires the ability to provide training and work direction. 
• Requires the ability to develop and maintain complex budgets. 
• Requires the ability to analyze situations accurately and adopt an effective course of action. 
• Requires the ability to meet schedules and timelines. 
• Requires the ability to read, interpret, apply, and explain rules, regulations, policies, and procedures. 
• Requires the ability to compile and verify data and prepare statistical reports. 
• Requires the ability to learn and apply applicable federal, state, and local laws, regulations, policies, and procedures. 
• Requires the ability to promote program services, activities, and events. 
• Requires the ability to use a computer and common office productivity software, conduct internet research, enter, organize, and extract data relating to program and activity performance, and produce outcome-based reports. 
• Requires the ability to interact productively with a wide range of students of varying abilities and backgrounds, including economic, social, and cultural diversity. 
• Requires the ability to exercise a positive attitude, patience, empathy, compassion, and good judgment when dealing with others. 
• Requires the ability to establish effective work relationships with other student service departments and academic areas. 
  

Distinguishing Career Features

The Program Coordinator – Professional Mariner Training Center serves as a technical and procedural advisor as well as the program facilitator to support students within the Professional Mariner Training Center (PMTC) programs, organizing related activities, and supporting student success and recruitment.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all the following types of duties, as assigned:

• Coordinates and participates in day-to-day student services operations for designated USCG-approved courses, community education, contract education, and credit programs and activities. Arrange adequate staffing. Monitors, and adjusts staffing assignments, and prioritizes services to ensure student needs are met in accordance with program goals. 
• Provides technical direction and information on issues pertaining to interpretation of policies and procedures. Develops efficient and thorough processes for the implementation of Professional Mariner Training Center (PMTC) programs. 
• Coordinates the administrative responsibilities of the Professional Mariner Training Center operations on a day-to-day basis. Monitors projects, budgets, and business transactions and expenses. 
• Oversees and coordinates not-for-credit student enrollment processes. Coordinates and participates in customer service, technical work, collecting and processing of registration, eligibility, and other program forms, applications, and documents. 
• Communicates expectations and provides guidance to other staff as well as PMTC facility users. Provides work direction for assigned temporary staff and student workers to ensure student needs are met. Serves as a team leader to oversee work of assigned temporary staff. 
• Creates and publishes course catalogs, bulletins, flyers, email newsletters, certificates, and awards. 
• Develops program marketing to recruit students, including community outreach, maintenance of the Waterfront Campus website, and various social media platforms to attract participation in for-credit and not-for-credit maritime programs. Represents the college by networking with other colleges, universities, and partners. 
• Serves as the point person for event planning and facilitation. Participates in planning and conducting recruiting and outreach events that may include funding and in-kind resource development activities. Follows up with arranging and facilitating tours and special presentations, in conjunction with evening and weekend events. Assists the academic administrator with organizing and conducting fundraising events and activities. 
• Communicate with the academic administrator on a regular basis regarding student concerns, not-for-credit program progress, and all safety matters. 
• Monitors enrollment and ensures class schedules are up-to-date and that the class curriculum is implemented based on proposed classes for not-for-credit classes. Facilitates arrangements and technologies for on-and-offsite classrooms and training sites to support for-credit and not-for-credit instruction. Establishes and maintains the master calendar for all classes and events at the PMTC including the coordination of the classrooms and other facility/shared resources for academic programs. 
• Provides information for and first-level advising to students requesting information, applying, and currently enrolled in for-credit and not-for-credit maritime programs. Refers to more advanced requests to academic faculty or other departments as appropriate. 
• Coordinates and assists with staff training related to USCG-approved courses, community education, and contract education at the PMTC including safety, program policies, and procedures. 
• Supports the preparation and maintenance, of course, outlines, course framework, exams, instructor material, and other required documentation for USCG-approved courses in the for credit and not-for-credit maritime programs. Reviews and works with instructors on program content for new and established classes as appropriate. 
• Serves as a for-credit and not-for-credit program resource to provide administrative support to projects, resolve problems, and provide support and facilitate solutions for faculty, administrators, and staff. 
• Prepares grant proposals in support of PMTC programs and classes. 
• Ensures USCG-approved courses are in compliance with USCG National Maritime Center and Code of Federal Regulations requirements. Assists the academic administrator (Director, Waterfront Campus) during USCG course audits to organize and present documents and follow up with modification requirements. 
• Participates in the preparation of requests related to developing budget proposals. Monitors and maintains budgets in accordance with District policies and procedures. Coordinates Program Review and ARR requests for the PMTC administrative unit. 
• Submits data on behalf of the maritime programs to national credentialing entities (National Maritime Center) for student academic progress and assists students with the application process for USCG credentialing. 
• Maintains up-to-date files of provider contracts, agreements, and data requirements. Works with Risk Services and other District divisions in the preparation of vendor and/or temporary employment contracts to meet the needs of the program. 
• Organizes and maintains records and statistical data necessary for research and program development and evaluation, and reports to funding and grantor agencies. 
• Recommend the purchase of equipment and supplies and coordinate repair of lab equipment to assure program quality. 
• Performs other related duties as assigned that support the objective of the position.
• Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.