Manager of Outreach Services, Categorical

Irvine Valley College

Mission Viejo, CA

ID: 7071378 (Ref.No. P0018439)
Posted: October 22, 2020
Application Deadline: Open Until Filled

Job Description

10-Irvine Valley College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Summary Description:

Specifications are intended to present a descriptive list of the range of duties performed by employees in the position. Specifications are not intended to reflect all duties performed within the job.

Under the supervision of the Director of Student Life and Equity, the Manager of Outreach Services organizes, coordinates and oversees the daily operations of the Outreach Services department; manages the development, administration, implementation, and evaluation of program operations; trains, provides work direction to, supervises, and evaluates the performance of classified professionals and student staff; performs a variety of technical tasks related to the areas of assignment; administers annual operations budgets; and ensures compliance with District policies and applicable State and federal regulations related to high school outreach and recruitment.

The Manager of Outreach Services coordinates all school relations and outreach activities for Irvine Valley College (IVC) including, but not limited to, recruitment to K-12 students, adult students, and community organizations and groups; strengthens relationships with K-12 feeder districts, including Irvine Unified, Tustin Unified, and Laguna Beach Unified school districts; serves as the IVC outreach representative to local high schools, districts, and community organizations; coordinates outreach activities in collaboration with the IVC Marketing and Community Services, Matriculation, Counseling, and Financial Aid departments; provides leadership and program management for the IVC Promise Program; and administers the Student Ambassador Leadership development program, including the recruitment, training, supervision, assignment and evaluation of student staff.

The Manager of Outreach Services fosters a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; leads by example; actively participates in and supports District-wide participatory governance components and activities and other collaborative processes; encourages professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services; promotes and facilitates equity-minded outreach initiatives in line with the IVC Student Equity and Achievement Plan (SEAP) goals to recruit students from backgrounds historically underrepresented in higher education.

Knowledge of:

Applicable District policies and local, State and federal laws, codes and regulations.
Basic risk management.
Budget preparation and administration.
Computer systems and software applications related to area of assignment, including capabilities and limitations.
Correct English composition, grammar, spelling and vocabulary.
Development and coordination of community education programs offered by a community college.
District and College organization, operations and objectives.
District and College policies and procedures.
Effective planning and scheduling.
Health and safety precautions and procedures.
Interpersonal skills including tact, patience and diplomacy.
Methods and techniques of inventory control and record keeping.
Methods of planning, prioritizing, coordinating, organizing, scheduling, and supervising daily, administrative procedures and operations of community college programs.
Modern office practices, procedures, methods, and equipment.
Modern principles, practices, methods and techniques of administration.
Operation of computer, peripherals and software programs, including student information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Participatory governance.
Principles and practices of financial record keeping and reporting.
Principles and practices of training, supervision and performance evaluation.
Statistical procedures and mathematical concepts.
Strategic planning and organizational skills.

Ability to:

Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations.
Collect, compile and analyze data.
Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain effective and cooperative working relationships with those contacted in the course of work.
Implement and evaluate the operations of services to students.

Interpret, apply and explain complex and technical State and federal laws and regulations related to assigned program(s).
Learn applicable local, State and federal laws and regulations related to area of assignment.
Learn College organization, operations and objectives.
Learn District policies and procedures.
Learn and maintain current knowledge of Community Education, Emeritus Institute, Adult Education, and Outreach and Recruitment.
Learn the accreditation process.
Maintain records and prepare routine reports.
Maintain the security of confidential materials.
Make effective decisions under demanding timelines.
Manage operations, schedules, and personnel on a day-to-day basis and in a manner that focuses on short and long-term goals.
Meet schedules and timelines.
Negotiate contracts with vendors.
Operate a vehicle, observing legal and defensive driving practices.
Operate computer and applications software, including database management, spreadsheet, word processing and software related to area of assignment.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Participate in a variety of College and District committees, task forces and work groups.
Plan, schedule, organize, and implement multiple projects and programs.
Plan, organize, coordinate, implement and oversee a comprehensive office operation at a community college.
Prepare and administer budgets for assigned program areas.
Prepare oral and written reports and recommendations.
Relate effectively to people of varied academic, cultural and socioeconomic backgrounds using tact, diplomacy and courtesy.
Respond to requests and inquiries from the public.
Select, train, lead, manage, supervise and evaluate the performance of assigned personnel.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Work effectively with others to achieve common goals and objectives.
Work independently with minimum administrative direction.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Equivalent to a Bachelor’s degree from an accredited college or university with major coursework in Education, Sociology, Public Administration, or another related field is preferred.


At least two (2) years of increasingly responsible experience in administrative office management involving calendar, requisitions, purchase orders, contracts, payroll, human resources, and annual supply order processing, and scheduling projects and work activities for staff, including, or supplemented by, at least one (1) year of experience in a lead or supervisory capacity.

License or Certificate:

A valid California driver’s license.

Conditions of Employment:

The conditions herein 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 job functions.

Work Environment:

Standard office setting. Duties are performed primarily in an office environment sitting at a desk or computer workstation. Work also requires travel to various community locations to scout, schedule, and set-up locations for events and functions and attend meetings or otherwise conduct work. Incumbents are subject to contact with K-12 and college students, faculty, staff and the public, and frequent interruptions, including noise from talking or office equipment, and demanding legal, District and college timelines. There are at least minimal environmental controls to assure health and comfort.

Physical Demands:

Primary job functions require sufficient physical ability and mobility to work in an office setting and drive a motor vehicle. Incumbents regularly sit for long periods; walk short distances on a regular basis; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry, and/or move objects weighing up to 25 pounds.

Additional Position Information:

Funding Source: Employment in this position is contingent upon funding by the California College Promise (80%) and Strong Workforce Program (20%).

Duties and Responsibilities

Develop, implement, promote and advance the program goals and objectives of the IVC Outreach Services department.

Oversee the recruitment, hiring, and supervision of the IVC Student Ambassador Leadership Program to create a peer-to-peer support mechanism with prospective students and encourage involvement in college-wide events.

Manage the program development, marketing, recruitment, and follow-up services for the IVC Promise Program, including leadership on workgroups and taskforces, developing and executing orientations and events, and collaboration with key campus stakeholders and community members; and maintain and provide program success data.

Work collaboratively with IVC Marketing and Creative Services to develop creative print materials and online copy, and expand digital advertising and recruitment content and strategies; and provide cost-effective, innovative ideas for promotional items that supplement outreach efforts.

Maintain and oversee database of all K-12 and community organization contacts; manage all event activities and tracking; provide regular reports of outreach and recruitment activities and the yield thereof.

Plan, organize, manage and evaluate operational processes, including high school recruitment activities, goal development, budget management, assessments for program effectiveness, and program reviews; coordinate and execute outreach initiatives and events, including college fairs, college nights, presentations, and school visits.

Supervise the operational work of assigned staff related to division programs, including authorizing and approving requisitions, purchase orders, contracts, budgets, work orders, payroll and annual supply order processing.

Manage, oversee and participate in the development of the department’s plan; assign work activities, monitor progress of departmental and division goals, projects and programs; and monitor work flow.

Train, motivate and supervise the performance of classified professionals, delegate and review assignments and projects; timely evaluate work products and results; and establish and monitor timelines and prioritize work.

Work collaboratively with other departments and divisions to enhance and bolster outreach and recruitment efforts.

Coordinate and manage the staff and operations of assigned programs; manage the development, administration, implementation and evaluation of program operations; optimize efficient and effective delivery of services to students; secure the use of facilities, ensuring compliance with standards, rules and regulations of leased facilities; and ensure compliance with District policies and applicable State and federal laws and regulations related to department programs.

Develop, manage and evaluate the safety and security of operations; compile and analyze data related to program operations and evaluation; develop organizational structures and work processes that facilitate attainment of established department goals and objectives; conduct event participant registration evaluation; track response times and inquiry follow-ups; and measure productivity and customer service.

Manage the approved annual operational budget as provided by the Director of Student Life and Equity. Prepare budget requests; manage the forecast of needed funding for staffing, equipment, materials and supplies; implement mid-year budget adjustments; and authorize, manage and monitor expenditures according to District policies and applicable regulations.

Communicate with other campus and District personnel, administrators and support personnel, educational institutions and social service organizations, as well as others as assigned.

Maintain current knowledge of the regulations, policies and application requirements and eligibility criteria for department programs, including computer hardware and software enhancements.

Make oral presentations to high school administrators, staff, faculty, other professional colleagues and parents/guardians at various gatherings; conduct workshops to provide specialized information regarding college programs and services; and represent the college at off-campus meetings and functions as appropriate.

Work collaboratively with the IVC Office of Instruction to support its enrollment management outreach priorities, including proposing resourceful opportunities and carrying out the college’s chosen outreach initiatives in areas including, but not limited to, workforce development, career education, and other current community and regional employee development needs.

Manage difficult and/or sensitive customer service issues, such as planning/development, training, liaison, room scheduling, emergency management and communications.

Lead customer service excellence; manage decision-making regarding providing outreach services and activities; coordinate programs and logistics for events on and off campus.

Provide simplicity, consistency, and efficiency in directions to others and department services; promote the department’s brand; participate in professional development activities on current operational trends; and represent department and/or division on committees as assigned.

Perform related duties as assigned.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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