William James College is seeking a full-time employee to serve as Project Coordinator for the Continuing Education Program (CE) and for the Program Development, Monitoring and Evaluation (PDME) Program. Both of these programs are within the Department of Community Engagement (DCE). The CE program offers continuing education credits to psychologists, social workers, counselors and other licensed behavioral health professions in on-campus and virtual formats. PDME provides monitoring and program/project evaluation services for the other DCE programs as well as other grant and contract funded projects. A combination of increased workload and staff transitions warrant hiring of a full-time employee to support CE and PDME activities.
This full-time position as Project Coordinator will cover CE half-time and PDME half-time with direct report to the Director of Continuing Education for CE functions and Director of PDME for PDME functions. Both Directors report to the Associate Vice President for Community Engagement who will provide guidance to them about prioritizing the duties and activities of the Project Coordinator.
The position of Project Coordinator involves use and management of a variety of software platforms in CE and PDME. The ideal candidate will have demonstrated facilities in two or more of the major platforms (Cvent, Canvas, Time2Track, RedCap, Qualtrics) but a successful candidate may be proficient in one platform with a willingness to be trained in use of other platforms at a high degree of proficiency.
Please note: This position will temporarily work remotely three days a week and onsite two days a week, until otherwise notified.
Continuing Education Duties (Half-time)
Systems Management (Cvent): Create, update and manage all CE programs (online & on-campus) managed through the Event Management System (Cvent) softward. Tasks include:
Events – input into Cvent events/programs based on CE worksheet data information and ongoing communication with program presenters and stakeholders. Using Cvent, this includes custom Cvent registration and payment profiles, and generation and electronic dissemination of certificates of completion.
Webpages – create event/program websites using our WJC templates and develop necessary subpages for event/program promotion and registration
Communication – maintain regular communication emails with event/program registrants (confirmation, reminders, thank you, etc…), assist them as needed with registration or other CE related concerns, and provide presenters/stakeholders with updates on number of persons registered and other details as needed.
Feedback – create, facilitate and summarize CE feedback surveys
Marketing – Work with WJC Marketing and Public Relations to maintain updated CE contact list based upon Cvent registration information
On-Site Event Management: Support on-campus events/presentations by working with WJC Facilities on location and room set-up needs, assuring that all program materials are ordered and available, and representing CE at events programs through managing participant sign-in/sign-out and assisting participants and presenters as needed. Work-study student may be available to provide assistance with the guidance/supervision of the Project Coordinator.
Some weekend and evening hours will be required.
Customer Support: Monitoring and responding to communications through the CE phone line and email in a timely fashion, and working with the Bursar on processing Purchase Orders, CE payments and refunds, assist with electronic platform (e.g., Zoom) training as needed to on-line faculty and students, contribute to development of WJC library of electronic and document training materials.
Marketing: Collaboration with the Marketing and Public Relations Department in developing CE-related social media, e-blasts, mailings, and other marketing strategies for CE.
Administrative: Assist with general CE Program administrative functioning including data maintenance/management, completing applications for CE accreditation and applications for Continuing Education credits, general office and CE Program functioning, and other duties as assigned. Support as directed by the Director of Continuing Education for joint or other activities with the Department of On-Line and Professional Education.
Program Development, Monitoring & Evaluation Duties (Half-time)
The Project Coordinator will function within PDME as a Compliance Officer whose primary duty is to work as a full member the PDME team to assure data reporting, quality, and integrity as the PDME performs its functions across DCE programs and other WJC activities requiring program evaluations reports.
PDME Team: Interfacing with members of the WJC Learning Community (e.g., students, faculty, staff, alumni, Field Education) who will be providing or requesting data to assure data compliance (collection, storage, reporting) as determined by the Director of PDME, including periodic data compliance audits, outcomes forms monitoring, and reports on data compliance and protection. Generate or participate in generating data reports for various projects, programs, and departments on a schedule to be determined by the Director of PDME. The Project Director will participate in developing and providing across WJC trainings on database use and database compliance across WJC.
Database Project Coordination and Projects: Duties include serving as a first point of contact as liaison for persons within WJC to streamline communications regarding high-utilization databases at WCJ (e.g., Time2Track, RedCap) including training and user-support. Assist with issues related to registration, re-authorization, updating student profiles, HIPAA compliant client codes, and client tags. Monitor student and faculty compliance with data collection, entry, storage, reporting but especially for Time2Track and Qualtrics. Assist with collection/monitoring of data and assure compliance with data procedures/protocols for student data, Field Education site data, data required by grants/contracts (e.g. HRSA, CAMHI, Department of Veteran’s Services).
Assist as directed by the Director of PDME to support joint activities or other activities with the Department of Institutional Research.
Interested candidates should submit a cover letter and resume to Michelle Costa, Human Resources Coordinator at [email protected].
William James College is an institution and a community committed to the principles of excellence, fairness and respect for all people. Our Inclusive Excellence model infuses diversity, equity and inclusion efforts into the core of institutional functioning to realize the educational benefits of diversity both locally and globally. We are committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for change agents in an increasingly complex, pluralistic society
Bachelor’s degree required. Bachelor’s degree preferred but especially if in computer information, healthcare administration, psychology, public health, or related fields
Demonstrated capacities for work collaboratively in teams while also demonstrating capacities for self-management, organizational skills and prioritizing tasks, working under pressure to meet deadlines, strong analytic skills, strong oral and written communications skills
Demonstrated capacity for program evaluation, database management, and/or event planning/management
Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook, web-based collaboration tools (e.g., Google Drive)
Demonstrated proficiency in one or more Learning Management Systems (e.g., Moodle, Blackboard, Canvas)
Demonstrated proficiency in Cvent event management platform or similar event registration and management software
Demonstrated proficiency in database systems (e.g., Time2Track, RedCap, Qualtrics)
WJC appreciates that no one person is likely to have proficiency in more than one of the Learning Management Systems, event management platforms, and database systems. The successful candidate may demonstrate proficiency in one or more if there is a willingness to be trained to proficiency in other systems and indications that the individual has the background to be trained relatively quickly
Minimum of 3 years of experience in an area identified above or a related field
Already has proficiency in two or more of the electronic systems identified above
Knowledge of HIPAA and/or FERPA requirements regarding data protection and “best practices” with protected information
Experience working with health, behavioral health, and/or diversity data
Internal Number: 01
About William James College
William James College is a leader in educating the next generation of mental health professionals to support the growing and diverse needs of the mental health workforce. Integrating field work with academics, the College prepares students for careers as organizational leaders and behavioral health professionals who are committed to helping the underserved, multicultural populations, children and families and veterans. William James College graduates can be found making an impact in a variety of settings, including schools, the courts, clinical care facilities, hospitals, the community and the workplace.