OA/CTS Manager

HUMAN LEARNING SYSTEMS POSITION DESCRIPTION OUTREACH AND ADMISSIONS/CAREER TRANSITIONS SERVICES MANAGER Position Title: Outreach and Admissions (OA)/Career Transition Services (CTS) Manager FLSA: Exempt Location: Denison Job Corps Center Reports To: Center Director The OA/CTS Manager provides support for a U.
S Department of Labor Job Corps contractor.
The Job Corps program is a federally-funded residential training program.
The mission of Job Corps is to provide career-ready technical and academic training and job placement assistance to program eligible youth ages 16-24.
Summary of Duties: Responsible for leading, directing, delivering, and managing Outreach and Admissions activities and Career Transition Services and programs for the Denison Job Corps Center and Pine Ridge Job Corps Center in compliance with the requirements of the U.
S.
Department of Labor (DOL), Human Learning Systems, LLC and other applicable regulations, policies, requirements and mandates.
Significant Responsibilities:  Oversees staff members assigned to this department.
Ensures staff members have adequate training to complete key areas of responsibilities.
Provides documented training to staff.
Cross-trains department employees.
Coordinates staff meetings.
Develops and implements Standard Operating Procedures (SOP) and Center Operating Procedures (COP).
Ensures department is compliant with all safety standards and expectations to include proper workmen’s compensation reporting.
Ensures department is in compliance with all DOL, Corporate and Center requirements.
 Oversees the Outreach and Admissions and Career Transition Services Contracts: Ensures that the OA and CTS contracts are administered within the DOL, Corporate and Center guidelines.
Ensures that the OA and CTS contracts exceed goals.
Ensures the Centers operate at a 100% of contracted on-board strength.
Ensures the OAOMS and POMS reflects in the top 15% in the country.
 Performs responsibility for Outreach and Admissions: Maintains responsibility for at least 20% of the outreach and admissions of eligible and suitable candidates to the Job Corps program.
Promotes positive Job Corps image and awareness in the community.
Develops referral services.
Recruits eligible youth to the program.
Maintains compliance with DOL, Corporate and Center policies.
 Performs responsibility for placement and transitional services: Ensures that 100% of graduates and former enrollee placement and transitional services are being provided.
Ensures that students designated as uncommitted receive transitional services per the DOL, Corporate, and Center guidelines.
Ensures job development is being established.
Ensures timely placement of assignees.
 Performs data entry, data verification and reconciliation in all areas of student accountability, OASIS and CTS: Performs related data entry and data verification essential and consistent with records, accountability and data integrity guidelines; has a working knowledge of data transfer from one document to another with an emphasis on detail and error recognition.
Ensures reconciliation of CDSS suite regularly to ensure accuracy of data.
 Audits systems and maintains CDSS suite database: Maintains OASIS database with current and correct information indicating student enrollment status.
Prepares travel reconciliations as required.
Audits accountability reports daily to ensure accuracy and timeliness.
Administers students clothing allowance plan.
Audit JCRL reports for accuracy.
Audits 20% active files each month.
 Maintains department files, records, logs and integrity of systems: Ensures files, records and logs are maintained in sequential or other prescribed methods.
All documents reflect quality by maintaining all information in a systematic format for easy review and audit.
 Maintains integrity of System: Has a working knowledge of all DOL, Corporate and Center requirements.
Verifies all placements.
Ensures that all students are eligible and suitable for the Job Corps program before sending the folder to the Center for assignment.
Maintains compliance with the DOL, Corporate and Center policies: ensure all placements are verified and obtained via the DOL Documentation.
Ensure that all placement documentations are aligned with the PRH prior to approval.
Ensure that the placements are integrous.
 Ensure that CIS/CTS Case notes are being enter weekly and monthly.
Ensure that 100% CIS/CTS case notes audits are being conducted monthly.
 Performs data entry, data verification and reconciliation in all areas of student accountability and CTS: Performs related data entry and data verification essential and consistent with records, accountability and data integrity guidelines; has a working knowledge of data transfer from one document to another with an emphasis on detail and error recognition.
Ensures reconciliation of CDSS suite regularly to ensure accuracy of data.
 Maintains department files, records, logs and integrity of systems: Ensures files, records and logs are maintained in sequential or other prescribed methods.
All documents reflect quality by maintaining all information in a systematic format for easy review and audit.
 Monitors budget and related areas for assigned department and maintains spending limits as applicable: Ensures equipment assigned to the department is properly accounted for and maintained in good condition.
Tracks spending of staff each month.
Provides feedback for over/under spending.
Notifies the Center Director and/or Corporate of repairs/costs above routine expenditures.
 Assists in the coordination and communication between departments: Assists all departments in coordinating procedures necessary for contract obligations.
Defines, analyzes and recommends avenues for increased efficiency.
Coordinates communication and reporting systems between departments to ensure that all reports, assignments, and functions are being met in accordance to DOL and Corporate requirements.
 Provides support to assure all policies and procedures are adhered to: Maintains systems to ensure accuracy, OA’s policies and procedures according to DOL and Corporate policies, and efficiency and contract compliance.
Investigates reporting procedures, records, management methods, and departmental systems, and complies reports, including conclusions and recommendations for solutions of administrative or departmental problems.
 Ensure that the Job Corps program maintain a positive public image, strong community and employer partnerships, a pool of eligible and committed applicants, and full utilization of the Job Corps training opportunities.
 Develop Others: Establishes high level of mutual trust and support with others.
Expresses positive expectations of others, even in difficult situations.
Creates a learning atmosphere.
Reassures and encourages performance improvement.
Delegates tasks and responsibilities for the purpose of developing others’ abilities.
Rewards good performance and promotes employee recognition.
Ensures that departmental staff completes all DOL, Corporate and Center training as required and demonstrates competencies accordingly.
 Develop, coordinate, and implement aggressive, inclusive, productive, and meaningful outreach, marketing, and relationship building plans, programs, and activities.
Partnership and linkages include those with schools, social services agencies, Youth Opportunity grantees, Career Center/One-Stops, youth councils, youth programs, National Job Corps Alumni Association, Workforce Investment Boards and organizations, vocational rehabilitation agencies, businesses and community agencies, and other appropriate organizations to promote referral of applicants who are eligible to participate in the Job Corps program.
 Displays management effectiveness: Build pride and commitment though effective teamwork and collaboration.
Adheres to established company policies and procedures, and supports all programs.
Delivers timely coaching and conducts employee evaluations when scheduled.
Makes effective use of time, materials and resources by planning, scheduling and organizing work.
Communicates in an open and honest manner.
Sets appropriate performance goals for staff.
 Demonstrate excellent decision-making and problem-solving skills: Hires and promotes employees based on sound decision-making ability.
Improves processes within department, emphasizing quality and efficiency.
Anticipates and resolves problems, demonstrating good judgement.
Provides leadership in developing and implementing solutions.
Monitors Student’s behavior: Ensures proper conduct of students in all areas.
Assists staff with behavior problems coordinating referrals to PBSO as required.
Creates methods and programs to motivate constructive student behavior.
Maintains awareness of the individual needs of various minority and cultural groups.
Monitors accountability process.
Develops Others: Establishes high level of mutual trust and support with others.
Expresses positive expectations of others, even in difficult situations.
Creates a learning atmosphere.
Reassures and encourages performance improvement.
Provides timely coaching.
Identifies successes and areas of improvement.
Participates on a center committee.
Teamwork: Builds pride and commitment though effective teamwork and collaboration.
Adheres to established company policies and procedures, and supports all programs.
Makes effective use of time, materials and resources by planning, scheduling and organizing work.
Communicates in an open and honest manner.
Sets appropriate performance goals for staff.
Demonstrates excellent decision-making and problem-solving skills: Anticipates and resolves problems, demonstrating good judgment.
Monitors Student’s Behavior: Ensures proper conduct of students in all areas.
Assists staff with behavior problems coordinating referrals to PBSO as required.
Creates methods and programs to motivate constructive student behavior.
Maintains awareness of the individual needs of various minority and cultural groups.
Monitors accountability process.
Develops Others: Establishes high level of mutual trust and support with others.
Expresses positive expectations of others, even in difficult situations.
Creates a learning atmosphere.
Reassures and encourages performance improvement.
Provides timely coaching.
Identifies successes and areas of improvement.
Participates on a center committee.
Teamwork: Builds pride and commitment though effective teamwork and collaboration.
Adheres to established company policies and procedures, and supports all programs.
Makes effective use of time, materials and resources by planning, scheduling and organizing work.
Communicates in an open and honest manner.
Sets appropriate performance goals for staff.
Demonstrates excellent decision-making and problem-solving skills: Anticipates and resolves problems, demonstrating good judgment.
Modeling, Mentoring and Monitoring: Demonstrates on-going commitment to preparing young people for the workforce by modeling, mentoring and monitoring excellence in the eight Career Success Standards of: workplace relationships and ethics; information management; communications; multicultural awareness; personal growth and development; career and personal planning, and; interpersonal skills; independent living.
Career Management Team (CMT): Contributes to the success of students by participating in the CMT process.
The CMT is responsible for students’ successful matriculation through the Job Corps program from CDP (Career Development Phase) through Career which includes receipt of the academic, CTT, employability, Career Success Standards, and social skills necessary to attain and maintain a viable post-Center placement.
Teams are required to ensure that each graduate receives a placement within 9 months of separating from the program as well as complete a successful Q2 and Q4 survey.
CMT will responsible to ensure that the following areas are functioning within each CMT: CTTRC, Projected Separations, High School Equivalency, CTT and CTT Credential, Literacy and Numeracy TABE, Evaluation of Student Progress, WBL, Career Transitions Readiness, CSS, Employability Skills, Contextual Learning, Career Transitions/Career.
Workplace Standards: Maintains required certifications and/or licenses including a valid driver’s license and insurance when required by position.
Does not engage in activities other than official business during working hours.
Reports significant/major incidents or accidents.
Cooperates in external/internal investigations as requested.
Completes PRH, Corporate and Center training as required and demonstrates competencies accordingly.
Complies with DOL, Corporate and Center guidelines.
Credentials: Education/Experience Bachelor’s degree and four years of relevant experience.
Master’s Degree preferred.
Certifications, Licenses, Registration Valid state driver’s license; CPR/First Aid certifications Physical Demand The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and listen, sit, stand, and walk; to reach with hands, arms, as well as use hands to finger, handle or feel, to taste and smell.
The employee must be able to occasionally lift and/or move up to 50 pounds.
Specific vision capabilities required by this job include; close, distance and peripheral vision.
Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Work Environment The work environment characteristics described here are representative of what employee encounters while performing the essential functions of this job.
Must maintain a safe and healthy workplace.
Make daily safety inspections as needed, follow the safe work practices.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions.
The noise level can vary from moderate to loud.