Support Staff PDF

Position Description Form (PDF)FINAL Version

College:Northern College

Incumbent's Name:

Position Title:Training ConsultantPayband:J

Position Code/Number (if applicable):

Supervisor's Name and Title:Al French Campus Manager

Completed by:Al FrenchDate:

Signatures:

Incumbent:Date:

(Indicates the incumbent has read and understood the PDF)

Supervisor:Date:

Supervisor's Supervisor:Date:

Instructions for Completing the PDF

1.Read the form carefully before completing any of the sections.

2.Answer each section as completely as you can based on the typical activities or requirements of the position and not on exceptional or rare requirements.

3.If you have any questions, refer to the document entitled "A Guide on How to Write Support Staff Position Description Forms" or contact your Human Resources representation for clarification.

4.Ensure the PDF is legible.

5.Responses should be straightforward and concise using simple factual statements.

Position Summary

Provide a concise description of the overall purpose of the position.

Under the direction of the Kirkland Lake Campus Manager, or designate, this position is responsible to promote and provide training consulting services to the College’s business and industrial community which will assist in the development, implementation, delivery, evaluation and follow-up of courses and career programs, brokered services, special projects, sponsored and employer-based training programs. Liaison functions are proactive in nature and require the incumbent to aggressively market our programs and services and to continuously identify new training needs and career programs in order to meet the training and related needs of students, specific target groups, business, industry, and the community at large. As a member of Departmental team, the Training Consultant will work collaboratively to enable the College to fulfil its mission of ensuring accessible, quality educational experiences that meet the unique needs of our communities.

Duties and Responsibilities

Indicate as clearly as possible the significant duties and responsibilities associated with the position. Indicate the approximate percentage of time for each duty. Describe duties rather than detailed work routines.

Approximate % of time annually*
  1. Plans, develops, markets and evaluates training and college contract services for the South Region:
  • Meets with community, business, industrial, government representatives in the South region to develop the momentum of support for the College by marketing our courses, programs and services, promoting training, providing high quality customer service, identifying needs, addressing concerns and advising or assisting clients, selecting the appropriate training and suggesting ways to assist with the funding/costing of those services.
  • Seeks out and negotiates training contracts with government and community agencies, businesses and industrial clients. Prepares, submits quotations and proposals, consulting with the Campus Manager when required.
  • Meets with appropriate trainers/instructors to discuss training activities as per established procedures.
  • Reviews training contracts and finalizes contract details with Programs Assistants.
  • Promotes all Northern Training Division services including Contract Training, Continuing Education, Career/Certificate, Apprenticeship and other college programs and services.
  • Develops an appropriate annual marketing plan and proposes regular marketing campaigns and strategies in consultation the Northern Training Division team and with marketing services.
  • Evaluates the success or challenges of all training and services provided as the team strives for continuous improvement in services.
/ 60%
  1. Planning & Administration
  • Forwards all important training details and requirements (delivery information) to the Programs Assistants in each respective area as per established procedure.
  • Meets with the Campus Manager to review budgets and goals and discuss marketing and course strategies.
  • In consultation with the Campus Manager, projects activity and establishes budgets to provide that activity on as needed basis; reviews these with the Campus Manager and / or Executive Director on at least a quarterly basis
  • Networks with and represents the college on community based committees, training committees and at community functions on a local, regional and provincial level.
  • Assesses the need for new training opportunities and works with reps from the academic, industrial, business, government and community sectors to provide and fund that training.
  • Works closely with the community learning centre co-ordinators to ensure appropriate services are provided to local business, industry, government, and to best represent the College’s interest, etc.
/ 20%
  1. Proposal Development
  • Prepares funding or training proposals, researches the essential applicable details, and consults with college personnel, community and business leaders. Understands and reviews funding agency criteria on behalf of and prior to College approval to ensure that the College’s best interests are safeguarded.
/ 10%
  1. Memorandum of Understanding and Service Agreements
  • Prepares and negotiates Memorandum of Understanding and Service Agreements with partner organizations by consulting with College Personnel and the Executive Director to ensure that the College’s best interests are safeguarded.
/ 5%
5. Other duties as assigned / 5%

*To help you estimate approximate percentages:

½ hour a day is 7%1 hour a day is 14%1 hour a week is 3%

½ day a week is 10%½ day a month is 2%1 day a month is 4%

1 week a year is 2%

1.Education

A.Check the box that best describes the minimum level of formal education that is required for the position and specify the field(s) of study. Do not include on-the-job training in this information.

□Up to High School or □1 year certificate or□2 year diploma or

equivalentequivalentequivalent

□Trade certification or 3 year diploma / degree□3 year diploma / degree plus

equivalentor equivalentprofessional certification or

equivalent

□4 year degree or□Post graduate degree□Doctoral degree or

equivalent(e.g. Masters) or equivalentequivalent

Field(s) of Study:

Business Administration
Marketing speciality will be considered an asset
HR Speciality will be considered an asset

B.Check the box that best describes the requirement for specific course(s), certification, qualification, formal training or accreditation in addition to and not part of the education level noted above and in the space provided specify the additional requirement(s). Include only the requirement that would typically be included in the job posting and would be acquired prior to the commencement of the position. Do not include courses that are needed to maintain a professional designation.

No additional requirements
□Additional requirements obtained by course(s) of a total of 100 hours or less
□Additional requirements obtained by course(s) of a total between 101 and 520 hours
□Additional requirements obtained by course(s) of a total of more than 520 hours

2.Experience

Experience refers to the minimum time required in prior position(s) to understand how to apply the techniques, methods and practices necessary to perform this job. This experience may be less than experience possessed by the incumbent, as it refers only to the minimum level required on the first day of work.

Check the box that best captures the typical number of year of experience, in addition to the necessary education level, required to perform the responsibilities of the position and, in the space provided, describe the type of experience. Include any experience that is part of a certification process, but only if the work experience or on-the-job training occurs after the conclusion of the educational course or program.

□Less than one (1) year
□Minimum of one (1) year
□Minimum of two (2) years
□Minimum of three (3) years
Minimum of five (5) years /
  • Employer services functions or marketing/sales related responsibilities.
  • Project Management experience bring the ability to manage multiple tasks, and projects, negotiate and uphold terms to agreements with an understanding of contract law.
  • The incumbent must demonstrate excellent interpersonal and communication skills (written and spoken).
  • Must possess experience in identifying training needs(through negotiation, consultation, group facilitation, strategic planning, problem-solving and marketing skills), selecting/hiring training personnel, developing and evaluating training plans and contracts. Incumbent must have advanced computer skills for use of word processing, spreadsheets, database, internet and presentation software.

□Minimum of eight (8) years

3.Analysis and Problem Solving

This section relates to the application of analysis and judgement within the scope of the position.

The following charts help to define the level of complexity involved in the analysis or identification of situations, information or problems, the steps taken to develop options, solutions or other actions and the judgement required to do so.

Please provide up to three (3) examples of analysis and problem solving that are regular and recurring and, if present in the position, up to two (2) examples that occur occasionally:

#1 regular & recurring
Key issue or problem encountered. / Identification of potential training opportunities in the community
How is it identified? / Consultations with business and industry clients as well as social agencies and health care facilities.
By assessing and analysing trends
Is further investigation required to define the situation and/or problem? If so, describe. / Information is gathered to determine the viability of a training course/seminar/certificate including demographic information and current trends
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Through discussion with employers and research the Training Consultant determines the most appropriate area of interest and assesses the feasibility of offering that particular course/seminar/certificate.
This assessment includes determining cost as well as projecting revenues.
The TC will also scan the market to determine the availability of instructors.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / College files (paper and electronic), on-site experts (faculty and staff), College system colleagues, external experts (community at large)

3.Analysis and Problem Solving

#2 regular & recurring
Key issue or problem encountered / Client requires training but does not have enough employees to make it economically viable to offer.
How is it identified? / Discussion with client.
Is further investigation required to define the situation and/or problem? If so, describe. / Must determine the availability of trainers and training program.
Assess time and cost required to deliver the course and meet the College’s revenue expectations.
Determine ways to make it as cost effective as possible.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Find clients with similar needs.
Make arrangements for new clients to group with initial client for whom training was already pre-arranged at another client’s site or on-campus.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / Knowledge of current and and/or pending training activities.
Research of files (paper and electronic) for past delivery of similar training activities.
Discussions with staff within the College or College system.
Discussions with friends, clients and acquaintances who may be aware of trainers interested in working with the College.
#3 regular & recurring
Key issue or problem encountered / A disgruntled group complains about an instructor’s teaching style, grading system, personality, etc. and wants the situation addressed or wants a refund.
How is it identified? / A representative of the group or several members of the class contact the Training Consultant and state their complaint.
Is further investigation required to define the situation and/or problem? If so, describe. / Through discussion with the individual or group, the TC will assess the complaint and determine what the next step needs to be (ie. Contact instructor, attend one of the classes, discuss with the Manager, etc.)
Explain the analysis used to determine a solution(s) for the situation and/or problem. / Once the information is gathered the TC assesses the information and determines the best course of action to take (i.e. provide advice or guidance to the instructor on how to proceed, replace the instructor, determine in consultation with the Manager if a refund is an option even if the # of classes attended goes beyond current college policy,…)
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / The TC will meet with the Manager to present the findings and propose a course of action, which will be in the best interest of all: the student/class, the instructor and the College.

3.Analysis and Problem Solving

#1 occasional (if none, please strike out this section)
Key issue or problem encountered / Instructor hired to teach quits a few days prior to the delivery of the course.
How is it identified? / Instructor or Programs Assistant advises Training Consultant.
Is further investigation required to define the situation and/or problem? If so, describe. / The Training Consultant will generate a list of possible options to determine the course of action which will produce the best possible outcome for both the students and the College.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / The TC must decide whether a qualified instructor is available on short notice, postpone the start date of the course until another qualified instructor can be confirmed, in the case of a program find an alternate course which can be delivered on short notice or, as a last resort, cancel the course.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / The TC will consult the Manager to present the findings and recommend the course of action which will cause the least negative impact on all stakeholders.
#2 occasional (if none, please strike out this section)
Key issue or problem encountered / A course is offered and it is determined that there is insufficient registration numbers to meet financial targets. However, the students who are enrolled require the course to complete the program and graduate.
How is it identified? / The course is part of a program which has been run for a considerable amount of time.
Is further investigation required to define the situation and/or problem? If so, describe. / The TC will investigate to determine the legitimacy of the need and decide what steps to take to accommodate the student(s) in the most cost effective manner.
Explain the analysis used to determine a solution(s) for the situation and/or problem. / The TC will research and identify viable cost effective alternatives by investigating if distance education alternatives exist, negotiating a reduced pay for the instructor to teach the smaller class, increase participant cost to deliver to smaller group, explore the viability of an independent study option or contact other colleges or seek out equivalent courses in collaboration with post-secondary Coordinators.
What sources are available to assist the incumbent finding solution(s)? (eg. past practices, established standards or guidelines). / The TC will use past practices as a guide. However, in many instances, the answers are not always evident and therefore the TC must make a judgement call/recommendation based on the situation, the financial findings and maintaining college credibility.

4.Planning/Coordinating

Planning is a proactive activity as the incumbent must develop in advance a method of acting or proceeding, while coordinating can be more reactive in nature.

Using the following charts, provide up to three (3) examples of planning and/or coordinating that are regular and recurring and, if present in the position, up to two (2) examples that occur occasionally:

#1 regular & recurring
List the project and the role of the incumbent in this activity. / In an effort to continue to grow departmental revenues, the Training Consultant is always searching for new ways to meet the needs of the community, clients and partners. To that end, new ideas for training activity are sought and developed on an on-going basis. The TC seeks input from stakeholders, develops the course(s), searches for qualified instructors and directs the Programs Assistant in the coordination of specific course delivery details.
What are the organizational and/or project management skills needed to bring together and integrate this activity? / The TC initiates regular contact with current and potential clients and reviews incoming requests/ideas in order to identify potential opportunities and measure the feasibility for training activities. The decision to offer will be based on the level of demand and revenue projections.
Investigates necessary resources to monitor changes in mandatory government legislation.
Regularly reviews students’ course evaluation forms for new course/topic suggestions and/or requests and assesses for relevance and feasibility.
Develops new and innovative education activities to assist the College in maintaining fiscal viability, meeting financial targets, but most of all providing community/regional training opportunities and services in a timely manner.
List the types of resources required to complete this task, project or activity. / Information is acquired from clients, field specialists (ie. Engineers, project leaders, ministry officials, etc), full-time/part-time/potential faculty and content experts to assist in the development of course objectives and learning outcomes.
Other resources: regular review of reference documents including daily newspapers; regional/provincial/national reports on labour market reviews and economic analyses; environment scans; internet; colleagues at other colleges and/or universities. Regular contacts with municipal Economic Development offices are also maintained to ensure the college is kept abreast of any new workforce development opportunities.
How is/are deadline(s) determined? / Deadlines for developing and ultimately offering courses and/or programs are usually determined by the access to qualified instructors; however, the project management skills inherent to this task are utilized on a daily and continuous basis.
The TC establishes tasks/milestones and makes adjustments to ensure that the course/program can be offered in a timely and cost effective manner.
This college service area operates 12 months per year. Cycles may vary from year to year thus adding to the challenges.
Who determines if changes to the project or activity are required? And who determines whether these changes have an impact on others? Please provide concrete examples. / The TC determines whether any changes are required within the scope of the task. Example: prior to public presentation, newly developed courses may be adjusted at the TC’s own discretion with regard to changes in pricing, target market, venue, choice of instructor etc. provided revenues meet contribution expectations. The TC makes the final determination as to whether these changes would have impact on others
The TC reviews tasks delegated to the Programs Assistant and other staff (ie.: Marketing, IT, etc) for completion and accuracy. Example: provides concept for print advertising design of new education activity to appropriate staff and reviews/evaluates completed task for accuracy, promotional impact and “sales” potential.

4.Planning/Coordinating