Advancement and Workforce Development Table of Contents

Transcription

1 Advancement and Workforce Development Table of Contents VICE CHANCELLOR FOR ADVANCEMENT STUDENT AFFAIRS WORKFORCE DEVELOPMENT... 2 ASSISTANT TO THE VICE CHANCELLOR FOR ADVANCEMENT STUDENT AFFAIRS WORKFORCE DEVELOPMENT... 4 SECRETARY TO THE VICE CHANCELLOR FOR ADVANCEMENT WORKFORCE DEVELOPMENT AND EXECUTIVE DIRECTOR OF THE OTC FOUNDATION... 5 EXECUTIVE DIRECTOR OF THE OTC FOUNDATION... 6 DIRECTOR OF DEVELOPMENT... 7 SECRETARY TO THE DIRECTORS OF DEVELOPMENT... 8 DIRECTOR OF DEVELOPMENT... 9 COLLEGE DIRECTOR OF WEB SERVICES COORDINATOR OF WEB DEVELOPMENT COORDINATOR OF CONTENT MANAGEMENT LEAD ADMISSIONS REPRESENTATIVE ADMISSIONS REPRESENTATIVE/MARKETING/CUSTOMER SERVICE STUDENT SERVICES REPRESENTATIVE/MARKETING/CUSTOMER SERVICE COLLEGE DIRECTOR OF COMMUNICATIONS AND PUBLIC RELATIONS SECRETARY FOR INSTITUTIONAL ADVANCEMENT COORDINATOR OF VIDEOGRAPHY/VIDEO EDITING COORDINATOR OF MARKETING AND PROMOTION COORDINATOR OF MEDIA RELATIONS COORDINATOR OF PUBLIC INFORMATION COORDINATOR OF CREATIVE SERVICES COLLEGE DIRECTOR OF GRANTS DEVELOPMENT RESEARCH ASSISTANT COLLEGE DIRECTOR OF RESEARCH AND STRATEGIC PLANNING RESEARCH ASSISTANT COORDINATOR OF MEDIA PRODUCTION COORDINATOR OF VISUAL DESIGN... 39

2 2 VICE CHANCELLOR FOR ADVANCEMENT STUDENT AFFAIRS WORKFORCE DEVELOPMENT Salary Classification: Exempt Responsibilities: The Vice Chancellor for Advancement Student Affairs Workforce Development is responsible to the College Chancellor for all Advancement, Student Affairs, and Workforce Development operations. These areas include, but are not limited to, College and community relations, public information, marketing and college publications, state and federal governmental relations, student affairs operations, economic development projects, workforce development operations, and community enrichment operations. This person also serves as the Executive Director of the OTC Foundation. Authority: Acts independently under the delegated authority and general supervision of the Chancellor. 1. Directly responsible for the following departments: a. Workforce Development / Community Enrichment b. OTC Foundation c. Research and Strategic Planning d. Marketing and Public Relations e. Web Services f. Grants Development g. Enrollment Management h. Other areas as defined by the Chancellor 2. Provides leadership and direction for comprehensive, system-wide marketing and public relations effort that establishes strong branding and promotes and communicates the College s mission, vision, and core values to internal and external stakeholders. 3. Recommends and establishes long-range vision related to image, public information, fundraising opportunities, student affairs operations, and workforce development training programs and growth. 4. Interprets and implements state and local policies as related to Institutional Advancement, Student Affairs, and Workforce Development. 5. Provides leadership to Research and Strategic Planning office and oversees coordination of strategic planning efforts for the College. 6. Provides direction and oversees efforts of Research and Strategic Planning office to identify and determine future needs of College through recognition and understanding of trends. 7. Serves as Executive Director of OTC Foundation and works closely with the College Director of Development to provide leadership in fundraising, planned giving, capital campaign efforts, major gifts, endowments, etc., for College. 8. Develops and maintains relationships with community groups, business and industry leaders, and appropriate agencies in an effort to identify, cultivate, and develop donor possibilities. 9. Works with appropriate staff in development of alternate funding sources to provide range and enrichment of college programs.

3 10. Provides leadership and works closely with the Director of Workforce Development and Director of Community Enrichment to deliver workforce development, training and consulting services, business and professional development opportunities, and community enrichment programs. 11. Responsible for fiscal operation of Center for Workforce Development and Community Enrichment Center. 12. Assists, as appropriate, with the College s economic development efforts and works with Springfield Area Chamber of Commerce to determine economic needs related to Workforce Development. 13. Provides leadership in development of grants and ensures opportunities for alternative funding for College Operations. 14. Serves as the governmental relations liaison and directs and oversees plan for local, state, and federal government efforts and events. 15. Works closely with Chancellor and lobbyists to present college issues and agendas to state and federal agencies and legislators. 16. Develops, recommends, and upon adoption, implements annual budget for all departments within Institutional Advancement, Student Affairs, Workforce Development, and OTC Foundation. 17. Approves budgeted expenditures for Institutional Advancement, Student Affairs, Workforce Development, and OTC Foundation. 18. Develops and recommends goals for Institutional Advancement, Student Affairs, and Workforce Development activities and evaluates staff and programs within all areas. 19. Evaluates services of Institutional Advancement, Student Affairs, Workforce Development, and OTC Foundation personnel and makes recommendations related to retention and advancement for all areas. 20. Recommends full- and part-time staffing needs and hires for Institutional Advancement, Student Affairs, Workforce Development, and OTC Foundation to Chancellor of College. 21. Prepares annual evaluation reports for all department employees and reviews evaluations with employees individually. 22. Oversees staff development with all departments. 23. Advises College administration and Board of Trustees on community views as related to College programs, services, and image. 24. Activity participates in community and state-wide functions to represent the College. 25. Works with Chancellor and Vice Chancellors, as well as other College administrators, faculty, and employees to develop a positive community image of College. August

4 4 ASSISTANT TO THE VICE CHANCELLOR FOR ADVANCEMENT STUDENT AFFAIRS WORKFORCE DEVELOPMENT Responsibilities: The Assistant to the Vice Chancellor for Advancement Student Affairs Workforce Development assists the Vice Chancellor with departmental operations. Authority: Reports to and acts under the direct supervision of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Provides operational and management assistance and acts on behalf of Vice Chancellor for Advancement Student Affairs Workforce Development. 2. Provides leadership for special projects and assignments as directed by the Vice Chancellor for Advancement Student Affairs Workforce Development. 3. Assists with governmental relations efforts for the College and communicates with external parties as needed. 4. Works with the Vice Chancellor to develop, plan, initiate, and monitor department policies and procedures. 5. Distributes, monitors, and collects employee evaluations for department. 6. Assists in annual budget planning for each department within the Institutional Advancement department. 7. Develops and recommends staff development activities for the department. 8. Coordinates Institutional Advancement Council meetings and agendas. 9. Prepares internal and external correspondence and communication for the Vice Chancellor as requested. 10. Provides leadership for special projects as assigned by the Vice President. 11. Performs in editor capacity for department as necessary. 12. Perform other duties as assigned. Revised 7/1/11

5 5 SECRETARY TO THE VICE CHANCELLOR FOR ADVANCEMENT WORKFORCE DEVELOPMENT AND EXECUTIVE DIRECTOR OF THE OTC FOUNDATION Salary Classification: Exempt Responsibilities: The Secretary to the Vice Chancellor for Advancement Workforce Development and OTC Foundation has responsibility for the departments administrative activities and coordinates various administrative processes and projects. This position provides the full-range of administrative support activities for the Vice Chancellor and Directors and generally has responsibility for several established and ongoing complex and/or difficult processes unique to the department in addition to general administrative support for the department. The Secretary may assign and/or monitor the work of support personnel student workers. Authority: Performs under the delegated authority of the Vice Chancellor for Advancement Workforce Development and Executive Director of the OTC Foundation 1. Serves as secretary to the Vice Chancellor and OTC Foundation by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the calendar, preparing and proofreading correspondence, reports, and other documents prepared by the vice chancellor or directors, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, coordinating projects, and assisting in the preparation and/or completion of reports by researching and gathering required information. Opens, reviews and routes mail, noting important dates on the Foundation calendar and answers correspondence, as directed by the vice chancellor and directors. 2. Supports the department by helping to manage the donor constituent database including data entry, reports, mailings and similar tasks. Maintains and updates records and files, verifying and processing part-time employee time records, scheduling conference rooms, and maintaining confidential files, and records. 3. Assists the vice chancellor and directors in helping to organize and conduct both internal and external events. 4. Maintains and keeps current the Foundation Policy and Procedures Manuals and distributes new and revised Policies and Procedures to Board Members. 5. Serves as the communication hub of the department by communicating information from the vice chancellor to others, by making information available to others by mail, , telephone, and the web. 6. Serves as recording secretary for meetings of the Foundation Board of Directors, records minutes and maintains hard and electronic copies. 7. Obtains equipment, services, and supplies needed by the department by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, determining the appropriate method to pay for goods or services purchased by the department following College policy and procedures, and the appropriate process. 8. Performs other duties as assigned. Revised 04/27/12

6 6 EXECUTIVE DIRECTOR OF THE OTC FOUNDATION

7 7 DIRECTOR OF DEVELOPMENT Salary Classification: Exempt Responsibilities: The Director of Development is responsible to the Vice Chancellor for Advancement Student Affairs Workforce Development and Executive Director of the OTC Foundation for organizing a college foundation and planning, developing, and implementing a foundation program to secure designated and undesignated funds. Authority: Acts independently under the delegated authority and general supervision of the Vice Chancellor for Institutional Development and Executive Director of the OTC Foundation. 1. Represents the college as directed. 2. Develops and administers a comprehensive college foundation program. 3. Researches, selects and implements a donor software program for the foundation. 4. Develops and follows an annual work plan that encompasses major gift fund-raising, constituent relations, administrative responsibilities, and professional development. 5. Develops a plan for identifying, cultivating, and soliciting donors and prospective donors for major and planned gifts. 6. Maintains currency and proficiency on technical and tax code matters affecting donors and charitable giving. 7. Prepares proposals, solicitation letters, and other cultivation materials. 8. Plans cultivation activities with parents, volunteers, donors and other friends of the college. 9. Organizes, supervises and motivates staff and volunteers. 10. Represents the college at a wide variety of functions, including evening and/or weekend activities, meetings, events, seminars and workshops. 11. Ensures that special events reach targeted constituencies, fulfill their goals, meet operational guidelines, and enhance rapport between the college and the foundation by conducting special events for donors as well as other functions which benefit the college. 12. Serves on campus committees as assigned. 13. Performs other duties as assigned. Revised 7/1/11

8 8 SECRETARY TO THE DIRECTORS OF DEVELOPMENT Salary Classification: Exempt Responsibilities: The secretary to the Directors of Development performs secretarial/clerical tasks to support the functions and responsibilities of that office. Authority: Performs responsibilities under the authority and supervision of the Directors of Development. 1. Handles incoming phone calls, answers inquiries. 2. Assists in information dissemination for the office. 3. Processes incoming and outgoing mail. 4. Generates correspondence as required. 5. Collects and compiles data/information. 6. Designs and produces reports, proposals and other documents using word processing/desktop publishing. 7. Maintains record keeping system of pledges, donations and donors. 8. Maintains Master Mailing List for Institutional Advancement office. 9. Uses written and oral communication, including proofreading. 10. Files and retrieves records, information and correspondence. 11. Provides general office and records management. 12. Serves as secretary to the Foundation Board of Directors. Responsibilities include handling arrangements for board meetings, communication of information to board members, and official record-keeping of board meeting minutes. 13. Assists with College events. 14. Assists with President s Suite office activities as needed. 15. Performs other duties and tasks as assigned. Revised 7/1/11

9 9 DIRECTOR OF DEVELOPMENT Salary Classification: Category I Responsibilities: The Director of Development is responsible for coordinating and implementing a comprehensive program of activities designed to inform alumni and keep them involved with the college. Authority: Acts independently under the delegated authority and immediate supervision of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Represents the college as directed. 2. Serves on college committees as assigned; specifically serving on the OTC Commencement Committee. 3. Coordinates a comprehensive program designed to cultivate the involvement of alumni with the college by establishing viable goals and objectives for alumni involvement, implementing and supervising the action plans, and evaluating progress towards achievement of the goals and objectives. 4. Assures the involvement of alumni by activating the OTC Alumni Association and serving as its advisor, providing support to its activities, and coordinating promotional events that involve alumni and friends of OTC. 5. Facilitates alumni contact with their alma mater and fellow alumni by serving as editor of alumni publications, OTC MySpace.com and other public websites and the alumni portion of the web page with updated, timely information. 6. Manages information received on a daily basis from alumni, prepares the information for publication, and supervises distribution to all alumni and friends of OTC. 7. Assures the accuracy and maintenance of a database containing alumni records. 8. Initiates Alumni Association Awards Program that reflects positively on the college and recognizes outstanding alumni by researching the records of prospective candidates, preparing background materials for consideration by a selection committee, coordinating with those selected for recognition, and planning and supervising all activities and events scheduled to recognize the honorees on an annual basis. 9. Ensures that special events reach targeted constituencies, fulfill their goals, meet operational guidelines, and enhance rapport between the college and the foundation by conducting special events for donors as well as other functions which benefit the college. 10. Coordinate the OTC Foundation Scholarship Program by promoting the program to OTC students in conjunction with the Office of Student Affairs. 11. Performs other duties as assigned.

10 Revised 7/1/11 10

11 11 COLLEGE DIRECTOR OF WEB SERVICES Salary Classification: Exempt Responsibilities: The webmaster is primarily responsible for implementing the ongoing development of the college web site. The webmaster is also responsible for performing day-to-day maintenance, setting standards for design, performing navigation and browser compatibility, performing quality-control for content and developing web applications that increase the overall usability of the college web site. Additional responsibilities include redevelopment of the web site and advising departments and staff on how to best optimize their content for online deployment. Coordinates directly with the Director of Public Relations. Authority: Acts under the delegated authority and general supervision of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Modifies and improves existing college web pages through current and emerging technologies; designs, implements and maintains supporting content databases; develops programs to automate maintenance where possible; and develops prototype sites. 2. Designs, creates and manipulates graphic images, and creates multimedia files/projects as needed by college personnel and online college publications. 3. Interacts with college departments to promote recruitment and information interchange. 4. Evaluates departmental home sites for performance and routine maintenance. 5. Serves as a liaison between the Communications and Public Relations department and the college s networking department for web page maintenance. 6. Assists in development of college web policy; presents seminars on copyright issues as related to the WWW; coordinates the Public Relations department s response with regard to legal implications and the WWW; and incorporates the OTC copyright statement on official web pages. 7. Determines audience that the web site attempts to reach; builds interactivity into the web site to attract visitors; installs logging analysis tools to determine access rates and the effectiveness of the web site; and studies other successful web sites to understand and incorporate desirable features. 8. Configures the web site for appropriate security set up authentication schemes where appropriate. 9. Assists departments with the development of college department home pages. 10. Facilitates WEB integration of college documents. 11. Evaluates emerging applications for multimedia development. Optimizes graphics for web delivery.

12 Presents in-house workshops on web technologies; troubleshoots web-related errors; advises on technical issues related to the WWW (via , phone and/or walk-ins); and organizes web user groups. 13. Creates documents to guide faculty and staff in publishing their individual OTC web pages. 14. Develops appropriate CGI scripts and Java applets/servlets; creates interactive forms; experiments with new technologies; and monitors existing interactive applications. 15. Works in coordination with the Communications and Public Relations Staff in maintaining high standards for the institutional homepage. 16. Performs other duties as assigned or required. Revised 7/1/11

13 13 COORDINATOR OF WEB DEVELOPMENT Salary Classification: Exempt Responsibilities: The Coordinator of Web Development is primarily responsible for maintaining, managing, and formatting a variety of information for publication of content to OTC web site. This includes daily maintenance of pages, monitoring design standards set by the College, performing navigation and browser compatibility testing, performing quality-control for content and developing web applications. Authority: Acts under the delegated authority and general supervision of the Director of Web Development. 1. Assists in the WEB integration of college documents. 2. Maintains accuracy of existing web pages and documents that are posted on the OTC web. 3. Scans photos for publication to the web. 4. Prepares and edits photo images for use with the OTC web site. 5. Assists in the design of new web pages and online forms using visual html editing software. 6. Assists in communicating and interacting with end users to provide effective solutions that will meet the needs of OTC staff and faculty. 7. Creates and/or edits pdf files for publication to the OTC web site. 8. Maintenances common elements found on OTC web pages, such as links, addresses, phone numbers, contact information, etc. 9. Evaluates departmental home sites for performance and routine maintenance. 10. Assists departments with the development of college department home pages. 11. Creates documents to guide faculty and staff in publishing their individual OTC web pages. 12. Develops appropriate CGI scripts and Java applets/servlets; creates interactive forms; experiments with new technologies; and monitors existing interactive applications. 13. Configures the web site for appropriate security set up authentication schemes where appropriate. 14. Serves as a liaison between the Director of Web Services and the college s IT department for web page maintenance. 15. Performs other duties as assigned.

14 7/1/11 14

15 15 COORDINATOR OF CONTENT MANAGEMENT Salary Classification: Exempt Responsibilities: The Coordinator of Content Management is primarily responsible for coordinating, training, and collating a variety of information with departments throughout the college for publication within the web site CMS. This includes department visits and meetings, training, answering questions that pertain to the operation of the CMS. This position will also provide clerical services to the Web Services department as needed. Authority: Acts under the delegated authority and general supervision of the Director of Web Services. 16. Assists in the WEB integration of college documents with the content management system. 17. Maintains the accuracy of existing web pages and documents that are posted on the OTC web 18. Scans photos for publication to the web. 19. Does basic preparation and image editing of photos for use with the OTC web site. 20. Assists departments in the design of new web pages and online forms using visual html editing software. 21. Assists in communicating and interacting with end users to provide effective solutions that will meet the needs of OTC staff and faculty. 22. Creates and/or edits pdf files for publication to the OTC web site. 23. Maintains common elements found on OTC web pages, such as links, addresses, phone numbers, contact information, etc. 24. Evaluates departmental home sites for performance and routine maintenance. 25. Assists departments with the development of college department home pages. 26. Creates documents to guide faculty and staff in publishing their individual OTC web pages. 27. Configures the web site for appropriate security set up authentication schemes where appropriate. 28. Serves as a liaison between the Director of Web Services and the college s IT department for web page maintenance. 29. Performs other duties as assigned. 7/1/08

16 16 LEAD ADMISSIONS REPRESENTATIVE

17 17 ADMISSIONS REPRESENTATIVE/MARKETING/CUSTOMER SERVICE Salary Classification: Exempt Responsibilities: Represents the College in a positive, professional manner at all recruitment and marketing events; provides timely support and feedback for the Student Services and Institutional Advancement areas. Authority: Acts under the delegated authority and general supervision of the appropriate Institutional Advancement and Student Services representatives. 1. Works actively on the College s on-going recruitment program, continually recruiting prospective students. 2. Provides an update detailing their weekly workload. 3. Represents the College at public events approved by their supervisor. 4. Plans, coordinates and makes periodic reports of prospective or new students. 5. Represents the College on area A+ committees. 6. Coordinates with the OTC Career Center staff in the recruitment and admission of high school students. 7. Assists the Public Relations department in supplying and integrating content for the college website. 8. Assists the Public Relations department with special projects and event planning. 9. Assists the Public Relations department with internal and external communication. 10. Assists with academic advising, advising, financial aid, counseling and registration of students. 11. Provides appropriate information about scholarships to prospective students. 12. Provides information about prospective student interests in courses/programs to the instructional division. 13. Develops plans for utilization of technology to improve services. 14. Plans and conducts workshops and seminars to help prospective students and parents receive information about the college. 15. Conducts campus tours to prospective students and parents. 16. Serves on college committees. 17. Travels throughout Southwest Missouri for college recruitment.

18 Works as a liaison with area high schools in connection with ConnectEdu recruitment module. 19. Performs other duties as assigned. Revised 10/8/08

19 19 STUDENT SERVICES REPRESENTATIVE/MARKETING/CUSTOMER SERVICE Salary Classification: Exempt Responsibilities: Represents the College in a positive, professional manner at all recruitment and marketing events; provides timely support and feedback for the Student Services and Institutional Advancement areas. Authority: Acts under the delegated authority and general supervision of the appropriate Institutional Advancement and Student Services representatives. 1. Works actively on the College s on-going recruitment program, continually recruiting prospective students. 2. Provides an update detailing their weekly workload. 3. Represents the College at public events approved by their supervisor. 4. Plans, coordinates and makes periodic reports of prospective or new students. 5. Represents the College on area A+ committees. 6. Coordinates with the OTC Career Center staff in the recruitment and admission of high school students. 7. Assists the Public Relations department in supplying and integrating content for the college website. 8. Assists the Public Relations department with special projects and event planning. 9. Assists the Public Relations department with internal and external communication. 10. Assists with academic advising, advising, financial aid, counseling and registration of students. 11. Provides appropriate information about scholarships to prospective students. 12. Provides information about prospective student interests in courses/programs to the instructional division. 13. Develops plans for utilization of technology to improve services. 14. Plans and conducts workshops and seminars to help prospective students and parents receive information about the college. 15. Conducts campus tours to prospective students and parents. 16. Serves on college committees. 17. Travels throughout Southwest Missouri for college recruitment. 18. Works as a liaison with area high schools in connection with ConnectEdu recruitment module.

20 19. Performs other duties as assigned. Revised 10/8/08 20

21 21 COLLEGE DIRECTOR OF COMMUNICATIONS AND PUBLIC RELATIONS Salary Classification: Exempt Responsibilities: The College Director of Communications and Public Relations is responsible for: (1) planning and implementation of a public information program for the college, including internal and external distribution; (2) collection and maintenance of data concerning the college, staff, students, and the geographic area served. Authority: Performs under the delegated authority and supervision of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Acts as the spokesperson and main media contact for the college. 2. Directs a continuing public information program for the college utilizing the media, faculty, staff, students, and other available resources. 3. Prepares and distributes to appropriate media, news releases for the college on a scheduled basis which coincides with media deadlines. 4. Prepares for approval and funding an annual public information plan for the college. 5. Participates in the collection and storage of statistical information for use in news releases, annual reports, and similar documents. (Works with college research office.) 6. Represents the college at meetings, conferences, and other public activities as assigned. 7. Coordinates the planning, publicity, and arrangements for college-sponsored public meetings, convocations, and seminars as assigned. 8. Coordinates trade show venue displays for public information purposes. 9. Serves as a member of college committees as assigned. 10. Coordinates the preparation and publication of the college annual report. 11. Assists in the planning, coordination and implementation of election campaigns. 12. Performs other duties as assigned. Revised 7/1/11

22 22 SECRETARY FOR INSTITUTIONAL ADVANCEMENT Salary Classification: Non-Exempt Responsibilities: Serves as secretary to the College Director of Communications and Marketing, College Director of Grants Development, and also provides assistance to the Office of Institutional Advancement Development. Authority: Performs under the delegate authority and supervision of the College Director of Communications and Marketing, College Director of Grants Development and Institutional Advancement leadership. 1. Provides secretarial/clerical assistance, including scheduling appointments, meetings, and travel; maintaining the calendar; preparing and proofreading correspondence, reports, and other documents; organizing and maintaining paper and electronic filing systems and initiating recurring administrative processes. Opens, reviews and routes mail, noting important dates on the calendar. 2. Provides assistance in maintaining the departmental budget. 3. Creates and maintains databases and utilizes them to efficiently disseminate information as assigned. 4. Prepares purchase orders, requisitions and check requests; orders and maintains office supplies and equipment. 5. Maintains and updates records and files. 6. Collects/compiles data and information as required. 7. Serves as the communication hub of the department by communicating information from the college director to others and by making information available to others by mail, , telephone and the web. 8. Responds to incoming phone calls and serves as key member of the secretarial/reception team within the Chancellor s Office. 9. Assists with office mailings. 10. Maintains strict confidentiality. 11. Works altered schedule during special events to include evenings and weekends. 12. Serves as member of college committees as assigned. 13. Performs other duties and tasks as assigned. Revised 7/1/11

23 23 COORDINATOR OF VIDEOGRAPHY/VIDEO EDITING

24 24 COORDINATOR OF MARKETING AND PROMOTION Salary Classification: Exempt Responsibilities: Assist with planning, implementing, monitoring and measuring marketing efforts that promote and reinforce public understanding of OTC s mission and role. Design graphic promotional pieces that reflect the feel and mission of the college. Work with the Director of Public Information and Publications to develop a media strategy that promotes a positive image of OTC s mission and goals, with the ultimate objective of supporting the institution s enrollment and image. Authority: Performs under the delegated authority and supervision of the College Director of Communications and Public Relations. 1. Assists with the creation of yearly marketing plan. 2. Assists with marketing research. 3. Assists with media buys. 4. Assists with creating and staffing trade show venue displays. 5. Assists with designing department brochures, flyers and programs. 6. Makes presentations to all constituency groups. 7. Interviews faculty, staff and students to gather information. 8. Attends meetings as necessary to gather data for use in marketing. 9. Attends select after hours/weekend events to provide marketing support. 10. Attends professional development and staff development opportunities as job duties require and as budget allows. 11. Serves as a member of college committees as assigned. 12. Performs other duties and tasks as assigned. 6/13/05

25 25 COORDINATOR OF MEDIA RELATIONS Salary Classification: Exempt Responsibilities: The Coordinator of Academic Publications will be responsible for planning, coordinating, designing and producing a wide variety of printed materials for the college, which may include brochures, schedules, catalogs, newsletters, posters, recruitment and advertising materials, ads and other publications. The Coordinator of Academic Publications will be responsible for developing designs and concepts, assisting in photo shoots and arranging for the printing of publications with both on-campus and off-campus printers. Authority: Performs duties under the direct authority and supervision of the College Director of Communications and Public Relations. 1. Produces all publications effectively, from concept to delivery by participating in project interviews, developing concepts and designs, producing proofs and preparing camera ready artwork using graphic design and photo editing software. Publications include but are not limited to all departmental and college brochures, posters, newspaper and magazine advertisements, layout and design of college catalog, front and back cover of the continuing education schedule and special college publications. 2. Coordinates the production of print projects accepted by the Publications Office including those designed in other offices by working closely with the college printing department and outside printers to ensure that projects are completed within project deadlines and in seeking bids from vendors. 3. Meets the department s communication objectives through knowledge of type and design in order to develop concepts, comprehensive and camera ready art and advising appropriate options to achieve communication objectives. 4. Operates within budgets and deadlines established for various publications by following a production schedule and verifying that the assigned project is completed and ready to deliver. 5. Ensures effective and efficient working relationships with various college departments by conducting initial job request interviews, working with printing facility to provide estimates of total printing costs, presenting roughs and final proofs as each job dictates, seeking department approval at appropriate stages of development. 6. Assists with ensuring consistent use of the college logo by helping establish standards for their use and enforcing compliance with the standards through granting approval for official production only to those departments which comply with the standard. 7. Provides quality photographs for college publications by working closely with photographers in coordinating specific photo shoots or selecting appropriate photographs from available libraries. 8. Remains competent and current through self-directed professional reading, maintaining a current knowledge of graphic design software, developing professional contacts with colleagues, attending professional development courses and attending training and/or courses in the graphic design field.

26 26 9. Works closely with college s web designer to manipulate print publications to web publications. 10. Serves as a member of college committees as assigned. 11. Performs other duties as assigned. Revised 7/1/11

27 27 COORDINATOR OF PUBLIC INFORMATION Salary Classification: Exempt Responsibilities: Works with the College Director of Communications and Public Relations to develop and promote a positive image of OTC s mission and goals, with the ultimate objective of supporting the institution s enrollment and image. Assists with writing news releases for the college to appropriate media that coincides with media deadlines. Writes and edits material for a broad range of formats. Assists with the timely flow of information for the college s internal communications by producing weekly electronic newsletters. Authority: Performs under the delegated authority and supervision of the College Director of Communications and Public Relations. 1. Interviews faculty, staff and students to gather information. 2. Attends meetings as necessary to gather information. 3. Prepares news releases on events and activities, achievements and feature topics. 4. Takes photographs of campus activities to accompany internally published stories. 5. Posts news releases and related material to intranet, portal and website. 6. Prepares hometown news releases for student achievements. Collects and processes information for these from a variety of sources, including database files, event programs, student records, handwritten notes, etc. 7. Edits and proofreads news releases and other promotional material prepared by others. 8. Publishes periodic electronic college newsletter as directed. 9. Assists with the timely upkeep of the Public Information Web Page. 10. Writes stories for alumni newsletter and other promotional publications. 11. Provides advice and counsel on media relations issues to administrators, faculty, staff and students. 12. Assists with pitching stories to editors/reporters/news directors via phone, , fax, etc. 13. Submits information to various community calendars, via web, fax, , mail or other means. 14. Assists with identifying opportunities for and coordinates appearances of faculty, staff and students on television and radio talk shows.

28 Works with administrators to assist in the production and placement of OpEd pieces. 16. Assists the director in carrying out defined crisis communication protocols. 17. Coordinates crisis communications in the absence of the director. 18. Works with the media in the absence of the director. 19. Attends select after hours/weekend events to provide media and promotional support. 20. Takes notes at monthly OTC Board of Trustee meetings and disseminates them to all faculty and staff. 21. Maintains copies of media stories for archival files. 22. Attends professional development and staff development opportunities as job duties require and as budget allows. 23. Serves as a member of college committees as assigned. 24. Performs other duties and tasks as assigned. 6/13/05

29 29 COORDINATOR OF CREATIVE SERVICES Salary Classification: Non-Exempt Responsibilities: The Coordinator of Creative Services is responsible for producing a wide variety of printed and electronic marketing material for the College, which includes brochures, banners, ads and other publications. The Graphic Designer uses invention, imagination, originality and talent to take projects from concept to delivery, participates in project interviews, develops concepts and designs, assists in directing photo shoots and illustrations, presents design layouts to departmental staff,, prepares camera ready art through desktop publishing and arranges for the printing of publications with both on-campus and off-campus printers. The Graphic Designer may assist other staff by producing projects they have designed. Authority: Acts under the general supervision of the College Director of Public Relations and Communications. 1. Meets the department s communication objective through a thorough knowledge of type and design in order to develop concepts, sketches, comprehensives, or camera ready art and advising them of appropriate options to achieve their communication objectives. 2. Operates within budgets and deadlines established for various publications by following an established production schedule, preparing specifications for print vendors, preparing cost estimates, overseeing the print vendor bidding process, reviewing printer proofs, verifying that the assigned project is completed and ready to deliver and archiving the work electronically and in hard copy. 3. Creates printed and electronic material by utilizing available desktop publishing software and becoming proficient in new software programs and versions. 4. Assists supervisor or other staff by performing edits for various projects. 5. Remains competent and current through self-directed professional reading, maintaining a current knowledge of desktop publishing, developing professional contacts with colleagues, attending professional development courses and attending training and/or courses as required by the designated supervisor. 6. Provides photographic support through digital acquisition, compositing, editing and proofing for print and cataloging for imagery. 7. Produces effective graphic design projects from concept to delivery by participating in project interviews, developing concepts and designs, directing photo shoots, using illustrations, making presentations to appropriate departments, producing proofs and preparing camera-ready artwork through desktop publishing. 8. Contributes to the overall success of the department by performing other essential duties and responsibilities as assigned. 9. Creates designs, concept and sample layouts based on knowledge of layout principles and esthetic design concepts.

30 Prepares illustrations or rough sketches of material, discussing them with departments and/or supervisors and making necessary changes. 11. Performs other duties and tasks as assigned. Revised 7/1/11

31 31 COLLEGE DIRECTOR OF GRANTS DEVELOPMENT Salary Classification: Exempt Responsibilities: The Director of Grants Development is responsible for the administration of the college s grants program. Authority: Acts under the delegated authority of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Identifies college funding needs and matching funding sources. 2. Writes and coordinates writing of institutional grant proposals. 3. Submits grant proposals in timely manner. 4. Maintains leadership in the initial phase of post award project implementation. 5. Leads in writing, preparation and submission of post award progress reports and final reports. 6. Consults with college personnel relative to grant proposal ideas. 7. Maintains a database of funding sources, application procedure and deadlines for reference. 8. Uses technology, including computer resources to remain current concerning funding opportunities, career trends and instructional innovations. 9. Reviews proposal ideas and provides appropriate feedback to faculty and staff. 10. Develops and provides appropriate staff development activities in the area of grant writing and curriculum improvement or revision. 11. Works collaboratively with grant writers and administrators from other institutions and agencies to develop joint proposals and partnerships. 12. Serves as ex-officio to the grants committee and college needs committee. 13. Serves on other committees and works on special projects and assignments as directed. 14. Performs other duties as assigned. Revised 7/1/11

32 32 RESEARCH ASSISTANT Salary Classification: Non-Exempt Responsibilities: The Research Assistant shall provide support for the Office of Research and Strategic Planning and Office of Grants Development. This position will assist in data analysis and interpretation as well as provide assistance with research and development of grant proposals. Authority: Reports to and acts under the direct supervision of the College Director of Research and Strategic Planning and the Director of Grants Development. 1. Assists in coordination of data collection, analysis and reporting in a timely manner. 2. Performs analytical studies to support the goals and functions of the college programs and services. 3. Assists in completing required federal and state reports. 4. Provides data on the college s student and community population to support grant writing and other projects as needed. 5. Assists faculty and staff with researching for grant opportunities. 6. Assists with writing and editing of institutional grant proposals. 7. Prepares summaries of federal grant solicitations. 8. Assists with preparing budgets for grant proposals. 9. Prepares monthly grants activity updates. 10. Assists with keeping college-wide grant records up-to-date. 11. Communicates effectively in both written and oral capacity. 12. Works effectively in both team and individual environments. 13. Assists with departmental budget tracking. 14. Serves on committees as assigned.

33 15. Performs other duties as assigned. 7/1/11 33

34 34 COLLEGE DIRECTOR OF RESEARCH AND STRATEGIC PLANNING Salary Classification: Exempt Responsibilities: The College Director is responsible for developing and conducting institutional research activities leading to institutional improvement and effectiveness. The position directs the collection, organization, compilation, and dissemination of information concerning the characteristic and performance of the institution. The College Director provides analysis and interpretation of data, as well as assessment results to assist in strategic planning, policy formation and decision making. Authority: Acts under the general supervision and authority of the Vice Chancellor for Advancement Student Affairs Workforce Development. 1. Coordinates data collection, analysis and the distribution of results in a timely manner through reports and presentations. 2. Designs and directs analytical studies to support the goals and functions of college programs and services. 3. Collaborates with the Office of Institutional Effectiveness to provide student outcomes data necessary for assessment activities. 4. Completes required federal and state reports, as well as other institutional reporting requirements, in a timely manner. 5. Coordinates the survey process for locally and externally developed surveys including the analysis of data and distribution of results. 6. Collaborates with college administrators, faculty, and staff in the design of projects and assessment activities as needed. 7. Coordinates with Academic Affairs, the Registrar, the Director of Computing, and other appropriate college personnel in the development of data analyses to support projects, planning activities, program reviews and reports as assigned. 8. Coordinates the college s Strategic Planning process, including the development and dissemination of a Strategic Planning document. 9. Serves as the college repository for institutional and program specific data. 10. Provides data regarding the college and its student population to support grant writing, curriculum development activities and other projects as needed. 11. Leads college in-service activities to assist faculty and staff in use of statistical data and reports. 12. Works cooperatively and effectively with college employees.

35 13. Performs other duties as assigned. Revised 7/1/11 35

36 36 RESEARCH ASSISTANT Salary Classification: Non-Exempt Responsibilities: The Research Assistant shall provide support for the Office of Research and Strategic Planning and Office of Grants Development. This position will assist in data analysis and interpretation as well as provide assistance with research and development of grant proposals. Authority: Reports to and acts under the direct supervision of the College Director of Research and Strategic Planning and the Director of Grants Development. 1. Assists in coordination of data collection, analysis and reporting in a timely manner. 2. Performs analytical studies to support the goals and functions of the college programs and services. 3. Assists in completing required federal and state reports. 4. Provides data on the college s student and community population to support grant writing and other projects as needed. 5. Assists faculty and staff with researching for grant opportunities. 6. Assists with writing and editing of institutional grant proposals. 7. Prepares summaries of federal grant solicitations. 8. Assists with preparing budgets for grant proposals. 9. Prepares monthly grants activity updates. 10. Assists with keeping college-wide grant records up-to-date. 11. Communicates effectively in both written and oral capacity. 12. Works effectively in both team and individual environments. 13. Assists with departmental budget tracking. 14. Serves on committees as assigned.

37 15. Performs other duties as assigned. Revised

38 38 COORDINATOR OF MEDIA PRODUCTION Classification: Exempt Responsibilities: The Coordinator of Media Production facilitates the development of media content used to enhance online teaching and learning. The coordinator provides expertise in such areas as photography, audio, and video content development. Authority: Reports to the Director of Media Services. 1. Coordinates the projects and daily activities of the Media Production team. 2. Coordinates and oversees the production of instructional media content. 3. Collaborates with faculty and staff to develop and maintain instructional multimedia content from pre- to post-production. 4. Maintains a manual of Media Production processes and procedures. 5. Maintains a resource library of all produced multimedia content and assets. 6. Recommends the development and purchase of production equipment and software. 7. Purchases and maintains Media Production supplies. 8. Performs other duties as assigned.

39 39 COORDINATOR OF VISUAL DESIGN Salary Classification: Non-Exempt Responsibilities: The Coordinator of Design, a member of the Communications and Marketing department, is responsible for producing a wide variety of printed and digital marketing material for the College, which includes brochures, banners, ads, catalogs, promotional projects, websites, social media and other publications. The Coordinator of Design uses invention, imagination, originality and talent to take projects from concept to completion. Authority: Acts under the general supervision of the College Director of Communications and Marketing. 1. Meets the department s and College s communication objective by producing effective graphic design projects. Take projects from concept to delivery by participating in project discussions, developing concepts and designs, planning/directing photo shoots, using illustrations, making presentations to appropriate departments, producing proofs and preparing print-ready artwork. 2. Build upon and support the visual brand and collateral materials for OTC s marketing strategies. 3. Operates within budgets and deadlines established for various publications by following an established production schedule, preparing specifications for print vendors, preparing cost estimates, overseeing the print vendor bidding process, reviewing printer proofs, verifying that the assigned project is completed and ready to deliver and archiving the work. 4. Brainstorms and conceptualizes with other department members in formal and extemporaneous environments to develop appropriate ideas for various creative initiatives. 5. Generates content and imagery for various websites and social media. 6. Works with Communications and Marketing department to provide media support at college-sponsored events. 7. Provides photographic support through digital acquisition, editing, proofing and cataloging imagery. 8. Remains competent and current through professional reading, maintaining a current knowledge of software, developing professional contacts with colleagues, attending professional development courses and attending training and/or courses as required by the designated supervisor. 9. Contributes to the overall success of the department by performing other essential duties and responsibilities as assigned. Revised: 04/09/12