Course Coordinator - Fire Academy

Position summary:
The Course Coordinator – Fire Academy provides administrative leadership for all Fire Academy programs, ensuring compliance with Kilgore College (SACS and THECB) and Texas Commission on Fire Protection (TCFP) standards. This position oversees course coordination, instructor scheduling, student records, and financial processes while managing communication between students, instructors, and partner agencies. The Course Coordinator also supports budgeting, compliance documentation, program evaluation, and state testing to maintain the quality and efficiency of all Fire Academy operations.

Position responsibilities:

• Develop, organize, and maintain Fire Academy student and course records in compliance with Kilgore College and Texas Commission on Fire Protection.
• Monitor and evaluate student enrollment, progression, and grade submissions; prepare reports for the Director as needed.
• Coordinate Fire Academy schedules, instructor coverage, and classroom resource assignments.
• Support and track Fire Academy instructor’s certification and licensure records, ensuring compliance with state requirements.
• Assist in preparing, reviewing, and reconciling budget requisitions, purchase orders, and program expenditures.
• Communicate program information to students, parents, and instructors in a professional and timely manner; act as point of contact for program inquiries.
• Prepare and maintain compliance-related documentation required for program accreditation and state reporting.
• Collaborate with instructors to monitor student attendance, coursework markers, and timely responses to assignments.
• Anticipate and resolve routine program challenges by recommending solutions and implementing approved changes.
• Cross-train and assist with other administrative functions in the Fire Academy Department as assigned.
• Oversee student admission, enrollment, payment, coursework, skills assessment, and completion and graduation.
• Ensure KC records are updated with grades, completion, and graduation status, and that TCFP TPA and Skills rosters are created, filled, and closed out.
• Prepare billing memos to invoice departments, cities, schools, etc.
• Assist in promoting and marketing various fire academy programs through social media and recruiting events.
• Coordinate the creation of courses through Course Creation forms, Jones and Bartlett curriculum learning management system (LMS), Blackboard LMS, Action Training Systems LMS, IFSTA LMS, TCFP, J1-Jenzabar, TPAs, and Skills rosters.
• Oversee uniform orders and distribution.
• Coordinate with TCFP or the KC Testing Center to schedule state exams and TCFP proctors for the on-site fire academy courses.
• Work with Kilgore College Marketing Department to update and maintain various online and PDF application forms linked from the KC website.
• Oversee skill assessments and collect input to identify training and development goals, gaps, and requirements.
• Participate in the selection of software and other tools used for training.
• Establish metrics, as required, used to evaluate training effectiveness and analyze outcomes to determine return on investment; recommend changes to programs based on that analysis.
• Assist in selection and management of vendors that provide training materials and curriculum.
• Collect, analyze, and archive aggregate course data to facilitate departmental planning and evaluation of the courses. Data may include coursework completion rates, final grades, skills assessments, student evaluations of courses and instructors, state exam pass rates, and employment rates.
• Ensure that departmental milestones and goals are met and that the department adheres to approved budgets.
• May require participation in graduation and other events outside the normal work hours.
• Read and respond to all College email communications in a timely manner
• Other duties as assigned

Minimum Position Requirements:

• An Associate degree or higher in office administration or related job experiences is preferred
• Requires five years of experience in related area.
• One to three years supervisory experience.
• Extensive knowledge of the functions and department processes of Kilgore College and the Texas Commission on Fire Protection, or comparable experience.

Supervisory Responsibilities:

• 0 Full-Time Direct Reports    0 Part-Time Direct Reports

Physical Demands and Work Environment:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required; however, the employee must occasionally lift and/or move up to 30 pounds.
• No or very limited exposure to physical risk.

Position responsibilities:

Benefits and Perks

• 36-hour work week for a healthy work life balance as well generous paid leave time.
• Health, life, and income protection insurance are provided.
• An excellent retirement program through the Teacher Retirement System
• Full Time employees have free use of the college’s recreational/fitness facilities.
• Tuition scholarships are for the employee and dependent children. 
• Compensation for this 12-month position is $45,660

Kilgore College does not participate in the federal Social Security program. As a result, employees/retirees of the college are subject to the federal Windfall Elimination Provision (WEP) and possibly the Government Pension Offset (GPO) laws. For information on the WEP and the GPO, visit the Social Security Administration's website at http://www.ssa.gov/gpo-wep.

All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas.

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

Know Your Rights Employment Notice

Employee Rights and Responsibilities Under the Family and Medical Leave Act

All positions are considered security-sensitive and subject to a background check pre-employment.