Continuing Education Program Manager

Position Summary

William James College is seeking a full-time employee to serve as the Continuing Education Program Manager (CE). The CE program offers continuing education credits to psychologists, social workers, counselors and other licensed behavioral health professions in on-campus and virtual formats. 

The position involves the use and management of a variety of software platforms. The ideal candidate must have demonstrated facilities in Cvent on the event management side and be proficient in creating events, managing registration, processing payments, and implementing feedback surveys. Experience managing Zoom, Canvas, and live event implementation is also a plus. 

The position also requires management of ongoing programs and new program proposals. The position must work effectively with internal and external constituents who are developing continuing education programming and guide them in the implementation process in order to be compliant with APA (and other) continuing education guidelines.

The person is also responsible for, in partnership with the head of the CE Department, managing accreditation as an approved provider for APA and NBCC, and ad-hoc program accreditation via NASW and/or LMFTs. The position is responsible for ensuring programs and record keeping is compliance with all accreditation guidelines.

Last, this person provides customer service to both internal and external stakeholders who are interested in planning or participating in a CE program at William James College. This requires responding to email/phone inquiries and assisting people as needed. 

Please note: This position will temporarily work onsite three days a week and remotely two days a week, until otherwise notified.

Continuing Education Duties

Systems Management (Cvent): Create, update and manage all CE programs (online & on-campus) managed through the Event Management System (Cvent) software. Tasks include:

• Events – build programs in Cvent 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 surveys and 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
• Record keeping: Maintain attendee records and reports in Cvent
• Program Development: Work with the Managing Director of the Community Engagement Department to develop future programming options. 

Virtual and On-Site Event Management: This position represents CE at events programs through managing participant sign-in/sign-out and assisting participants and presenters as needed both virtually and in person. 

Virtual: Manage the Zoom platform and ensure that it is set up in accordance with the presenters’ specifications and be able to troubleshoot any issues as needed prior to and during the event. 

In-Person: 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 

Occasional weekend and evening hours will be required. Note: due to Covid-19 most events have remained virtual 

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, 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. 

Basic Qualifications

• Bachelor’s degree required. Bachelor’s degree preferred but especially if in computer information, healthcare administration, psychology, public health, or related fields
• Must have Demonstrated proficiency in Cvent event management platform (2+ years minimum)
• Demonstrated capacity program implementation and management and/or event planning/management
• 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. Ability to work with a variety of individuals across all levels of the organization as well as internal and external constituents 
• Demonstrated experience providing IT support to Zoom meetings and webinar
• Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook, web-based collaboration tools (e.g., Google Drive)

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

Preferred Qualifications

• Minimum of 3 years of experience in an area identified above or a related field
• Experience working with a Continuing Education program and/or knowledge of APA accreditation and/or NBCC, NASW or other mental health governing bodies

Benefits

Our benefits package includes generous health, vision and dental insurance, eligibility for both College funded 401(a) retirement plan and Employer sponsored 403(b) plan, company-paid life and long-term disability insurance, flexible spending accounts, generous PTO, and professional development opportunities.

William James College is not-for-profit organization under Section 501(c)(3) of the Internal Revenue Code. Employment at William James College may qualify for The Public Service Loan Forgiveness (PSLF) program. studentaid.gov/manage-loans/forgiveness-cancellation/public-service#qualifying-employer

Application Procedures: Review of applications will begin upon receipt and continue until the position is filled. Interested candidates should submit: 

1. A detailed letter of intent responding to the stated qualifications.
2. A curriculum vitae. 
3. A list of three professional references with complete contact information. (References will not be contacted without the applicant’s prior permission.) 

For more information about this position or to apply, please go to https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=40dab9cd-14a1-4d29-b356-da8c9cb6fb6f&ccId=19000101_000001&lang=en_US. 

Inclusive Excellence at William James College: 

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.