Program Manager

Job Summary

The Program Manager provides administrative, operational, and programmatic support for Aviation Maintenance Technology, Non-Destructive Testing (NDT), Commercial Truck Driving (CDL), and the Diesel Technology Program. This position serves as a central point of coordination between students, faculty, industry partners, regulatory agencies, and college leadership. The incumbent is responsible for maintaining highly detailed student, program, and compliance records; coordinating registration and scheduling activities; supporting accreditation and regulatory requirements; assisting students throughout the enrollment-to-graduation process; and facilitating communication among multiple stakeholders. A significant portion of the position includes maintaining records required by the Federal Aviation Administration (FAA), supporting Part 147 compliance activities, coordinating Diesel Cummins Program apprenticeships, student services, registration processes, assisting with master schedule development, monitoring student progression and graduation requirements, and supporting operational needs across assigned workforce programs. Most of these students are out of state which requires often expectational communication between industry, faculty and students. The incumbent serves as the primary coordinator for administrative, operational, and student support functions associated with the Cummins Technician Apprenticeship Program. This nationally recognized employer-sponsored program supports apprentices who are selected by Cummins to pursue an Associate of Applied Science degree in Diesel Systems Technology while maintaining full-time employment at locations throughout the United States. The incumbent provides administrative and operational support for the Non-Destructive Testing and Commercial Driver License (CDL) programs, with primary responsibility for monitoring student onboarding, compliance requirements, and admissions-related documentation. This position oversees student registration and compliance tracking through Complio and ensures that all required documentation is completed and verified prior to program entry, including Motor Vehicle Records (MVR), Commercial Learner's Permits (CLP), drug screening requirements, and other regulatory documentation. The position works closely with the associate Dean, program coordinators, faculty, student services personnel, and industry representatives to ensure programs operate efficiently and meet institutional, regulatory government agencies, and workforce partner expectations. The position frequently handles sensitive and confidential student, regulatory, and institutional information and must exercise sound judgment and discretion. This role requires a high level of initiative, independent problem-solving, organizational ability, and attention to detail.

Essential Duties & Responsibilities & Knowledge Skills & Abilities

Essential Job Duties Program Administration & Operations

• Coordinate daily operations for Aviation Maintenance, NDT, Commercial Truck Driving, and Cummins Apprenticeship programs.
• Serve as primary administrative liaison between faculty, students, industry partners, and college departments.
• Develop and implement administrative processes that improve operational efficiency.
• Participate in program meetings, develop action items, and follow-up activities.
• Monitor program timelines, deadlines, and compliance requirements.

Student Records, Compliance & Regulatory Management

• Maintain FAA-required student records, attendance records, testing documentation, and student progression records.
• Support compliance with FAA Part 147 regulations and departmental operating procedures.
• Assist with audits, inspections, and regulatory reviews.
• Maintain student laboratory completion records and examination tracking records.
• Manage TSA credentialing documentation and security-related records.

Student Services, Registration & Graduation Support

• Coordinate registration and enrollment processes.
• Monitor student progression toward credential completion.
• Conduct graduation reviews and audits.
• Assist students in understanding certification, graduation, and program completion requirements.
• Provide proactive communication and support to out-of-state Cummins apprenticeship students.
• Coordinate onboarding activities for incoming students.
• Assist with retention and student success initiatives.
• Serve as the primary point of contact for students, faculty, and industry partners regarding program operations, enrollment, scheduling, and support services.
• Resolve routine operational concerns independently and escalate complex issues to program leadership when appropriate.

Scheduling & Academic Planning

• Assist Associate Dean and faculty with development of annual master schedules.
• Coordinate classroom, laboratory, and equipment scheduling.
• Assist faculty with inventory and equipment audits.
• Assist with block scheduling and apprenticeship cohort scheduling.
• Coordinate registration timelines and special course offerings.
• Support faculty workload planning and schedule changes

Industry & External Partner Coordination

• Coordinate communication with Cummins apprenticeship partners and employer sponsors.
• Support advisory committee meetings minutes and documentation and distribution of minutes to industry and college leadership.
• Coordinate recruiting visits, employer events, student tours, and workforce partnership activities.
• Serve as a liaison between employer partners and academic programs.

Budget, Purchasing & Reporting

• Assist with purchasing, budget monitoring, reconciliation, and procurement documentation.
• Develop reports and compile data related to enrollment, retention, program outcomes, and compliance measures.
• Maintain records necessary for institutional reporting.
• Coordinate billing documentation and training sponsorship requirements for employer-sponsored training programs.
• Verify student billing accuracy and maintain financial documentation in accordance with college procedures.

Other Duties as assigned

• Knowledge Skills and Abilities
• Student information systems and enterprise software.
• Academic scheduling processes.
• Higher education regulatory requirements.
• Workforce development and apprenticeship programs.
• FAA Part 147 regulations and aviation training documentation.
• FERPA and student records management.
• Project coordination principles
• Advanced records management.
• Data analysis and reporting.
• Process improvement.
• Technical and professional writing.
• Event and project coordination.
• Student advising support.
• Multi-department collaboration.
• Conflict resolution.
• Independent decision-making.

Ability To

• Manage multiple concurrent projects and deadlines.
• Interpret regulatory requirements and institutional policies.
• Self-motivated project based mindset, ability to work independently.
• Communicate effectively with students, faculty, executives, and industry partners.
• Maintain strict confidentiality.
• Develop and improve operational procedures.
• Communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities.

Minimum qualifications

• Bachelor's degree.
• Two (2) - Five (5) years of experience.

Experience must include:

• Student services,
• Program administration,
• Regulatory compliance,
• Records management,
• Higher education administration, or
• Workforce training administration.

Trade off 1:1 full-time experience/education requirement. Part-time experience can be considered on a prorated basis (Trade off 2:1). Education and relevant experience may be substituted when the minimum qualification does not require a specific degree, license, certification, accreditation standard, or other requirement for which substitution would be inappropriate.

Preferred Qualifications

• Master's degree.
• Experience with FAA regulated educational programs.
• Experience working in aviation, transportation, workforce development, apprenticeship, or technical education.
• Banner experience.
• Experience with master scheduling and enrollment management.
• Experience coordinating employer-sponsored training programs.
• Experience supporting accreditation or compliance activities.