Assistant, Survey and Project Management

at Guilford Technical Community College
Location Jamestown
Date Posted December 15, 2022
Category Engineering
Job Type Not Specified

Description

The Survey and Project Management Assistant will assist with managing the projects and reporting that support the work of the Institutional Research department. This includes, but not limited to, the planning process, program/unit review process, course evaluations, institutional surveys. The Survey and Project Management Assistant is expected to maintain an advanced understanding of internal and external reporting requirements, College operational guidelines and policies, and GTCCs data management systems. This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments for Institutional Research-related projects within the portfolio. This individual must be able to work effectively with individuals at all levels within the college and serves as a liaison with a wide variety of groups in the college: staff and college leadership. These contacts require tact, discretion, diplomacy, and good judgement.

The person in this position will coordinate the administration of online campus wide surveys, including course evaluations. The incumbent will assist faculty and staff in research design for survey projects and implement all phases of the survey process. This includes developing and maintaining online survey instruments, administering the surveys, conducting appropriate analysis, monitoring the results, and reporting on results. The incumbent will work directly with IR staff and clients.

The Survey and Project Management Assistant provides specialized support for all course evaluation, survey, planning, and program/unit review projects. This person is expected to maintain and collect activities required for campus-wide institutional effectiveness. This entails maintaining the reporting calendar for program review and annual planning, updating forms to reflect changes, communicating deadlines and reminders of due dates, tracking the accurate and complete compilation of required documents from various departments and divisions; and preparing institution-wide reports.

Additionally, the Survey and Project Management Assistant may compile data required for regular reporting to the state and federal government, accrediting organizations, and grant activities; respond to ad hoc requests coming to Institutional Research; and provide routine institutional reporting.

The position is responsible for frequent handling of confidential data and must maintain compliance with FERPA and other applicable laws and regulations. As such, the position is held to the highest ethical standards in supporting decision-making across the College.
Duties/Functions

  • Develop survey questions that will provide valid and reliable results.
  • Administer internal web-based surveys and course evaluations using an online course evaluation platform (currently Campus Labs).
  • Manage campus survey projects including course evaluations.
  • Monitor the progress of surveys, provide support to those to those in the survey process, correcting problems as necessary.
  • Conduct qualitative analysis of survey results as needed.
  • Interpret survey results and prepare reports.
  • Monitor deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and ensures follow through from all units in completing required activities in the college adopted software for planning, program and service review.
  • Maintain status reports of the project and also keep a record of the previous reports.
  • Support the timeline for reporting on the Colleges Strategic Plan, operational plans, and program review cycle.
  • Provide program management to the course evaluation, regular institutional surveys, planning and program review processes.
  • Participate, along with other IR staff, in regular environmental scanning.
  • Compile planning and review information for annual reporting.
  • Serve as the trainer for all college personnel in the use of the Institutional Effectiveness and Assessment software, currently Campus Labs.
  • Produce reports in the Institutional Effectiveness and Course Evaluation/Survey Software Platform to meet client needs, including program review, unit planning units, budget requests, and overall college planning.
  • Support timely and accurate reporting to state and federal agencies, surveys, contracting organizations and external funding sources.
  • Provide support to ensure compliance with federal, state, contracted services, grant program, and accrediting organizations laws, rules, regulations, and requirements.
  • Assist the faculty-led assessment process by producing reports related to assessment information housed in the Institutional Effectiveness software, currently Campus Labs.
  • Maintain user access for software utilized by Institutional Research including Zogotech and the Institutional Effectiveness/course evaluation and survey software.
  • Maintain the Institutional Effectiveness and Assessment software platform, currently Campus Labs, for program review, planning, credentialing, and assessment.
  • Utilize various database querying tools to solve problems and generate reports.
  • Assist with compilation and production of dashboard updates.
  • Develop and maintain a documentation process for all mandated planning, program review, and institutional survey reports.
  • Perform basic statistical analyses and reporting. Most frequently, present data in summary form and simple graphics.
  • Maintain a broad, detailed knowledge of reporting and analytical tools.
  • Utilize practices that support data quality.
  • Participate in process quality improvement efforts.
  • Design, prepare, and proofread project reports and/or presentation materials about the Institutional Research projects
  • Demonstrate and model the Colleges employability skills: adaptability, communication, information processing, problem solving, responsibility, and teamwork.
  • Any and all other duties as assigned.

Difficult Challenges

  • Dealing with frequent interruptions
  • Working on multiple tasks concurrently while meeting deadlines for time-sensitive projects
  • Learning new software solutions as needed.

Contacts

  • Institutional Research department
  • Deans, department chairs, and directors

Education Required

  • Bachelors degree or higher from an accredited university with either a strong analytical/quantitative component (e.g. educational/social science, business administration, STEM) or business administration, project management focus

Or

  • Bachelors degree from an accredited university with five years of experience in Project Management, Institutional Planning, Program Review, or Surveys

Education Preferred

  • Advanced coursework beyond bachelors level with a strong quantitative component (e.g. educational/social science, business administration, STEM) or business administration, project management focus

Experience Required

  • Three years of directly related professional experience including providing project management support for projects with many contributors or administrative assistance and/or institutional planning and program review.
  • Experience with survey design and analysis.
  • Demonstrated intermediate skills in MS Office Excel and Word (determined by pre-employment testing).

Experience Preferred

  • More than three years of directly related professional experience.
  • Two or more years of experience in a post-secondary institution.
  • Experience working with Institutional Effectiveness software for program review, service review, and planning.
  • Experience with Entrinsik Informer and Ellucian (Datatel) Colleague, or similar business intelligence and ERP systems.
  • Knowledge of SACSCOC Institutional Effectiveness requirements.
  • Experience working with SAS or SAS Enterprise Guide
  • Knowledge of higher education reporting requirements.

KSA Required

  • Ability to work independently with limited supervision.
  • Ability to prioritize tasks effectively to accomplish the goal(s) of the project(s)
  • Ability to build effective deadlines to implement multiple projects at the same time.
  • Uncompromising attention to accuracy and detail.
  • Knowledge of basic statistics and data analysis
  • Knowledge of pivot tables, graphs, and formulas in Microsoft Excel
  • Knowledge of Adobe Acrobat Pro, Microsoft Excel, Word, and PowerPoint
  • Knowledge of data management and data manipulation techniques
  • Organizational skills
  • Ability to communicate effectively, both orally and in writing
  • Ability to work well in a team setting and to establish and maintain effective working relationships.
  • Understanding of best practices in data visualization.
  • Solid problem-solving skills.
  • Desire and demonstrated ability to learn new skills.
  • Demonstrated interest in professional development and learning new skills, processes, and technologies.
  • Ability to work well with individuals of diverse backgrounds.
  • Dependability, creativity, and a strong work ethic.

KSA Preferred

  • Knowledge of North Carolina Community College System policies and procedures
  • Experience with an Institutional Effectiveness/Course Evaluation/Survey software

Department/Job Specific Requirements

  • Ability to work independently and ensure confidentiality where appropriate.
  • Self-starter who is goal and result oriented.
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