Instructional Specialist

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• Develops new and improves existing systems and processes in order to adapt to changing internal and external needs and improve productivity. Such system development might include new processes for managing contracts and relationships with external partners; establishing processes for measuring and tracking personnel status, workload, and compensation; and increasing efficiency in data management, form creation, and digital recordkeeping.
• Regularly collaborates with Human Resources, Payroll and Fiscal Services to facilitate and support departmental processes, such as the tracking of hiring approvals, faculty compensation, and fiscal requests.
• Discovers, maintains, and analyzes data; creates and revises spreadsheets for instructional initiatives.
• Develops and maintains forms for instructional and budget tracking processes for instructional programs college wide.

• Works both independently and collaboratively, coordinating a variety of technical, instructional, and administrative functions that support the instructional unit of the college and the instructional administrators.
• Schedules appointments, arranges meetings and coordinates travel arrangements for Instructional Deans and the respective assigned instructional areas, as directed. Notifies participants of time and place and may prepare materials for presentations and discussions.
• Greets and responds to both internal and external customers via email, telephone and in person; refers individuals to appropriate departments as necessary. Provides direction and/or assistance to both internal and external customers in resolving problems, issues and/or complaints that may be
  sensitive in nature. Maintains confidentiality as appropriate.
• Coordinates flow and timing of communications between dean’s office, president’s office, V. P. offices, instructional departments, Student Services departments and other campus offices. Researches, analyzes, and summarizes data needed for these communications including COCC Board items, campus policies and procedures, College historical documents and contractual agreements. Prepares and distributes reports as requested using Argos, Banner, and Tableau.
• As directed by an instructional dean, independently manages ad hoc and on-going projects. Ad hoc projects may include researching activities and practices at other community colleges, compiling summary reports supporting internal operational needs; creating community needs assessments; supporting the dean in professional development organizations; and assisting other departments with special projects as time allows (past examples include the creation of surveys, forms, and presentations).
• Updates instructional webpages with new or updated information to ensure accuracy.

• Provides leadership to and serves as the primary resource for instructional departmental administrative assistant inquiries, including processes, scheduling, faculty workload, mileage, and budget questions.
• Creates and updates resources and communicates policy and procedural changes (such as those enacted in governance committees) to the instructional departments administrative assistants. Ensure instructional deans and VPAA are up to date with most current practices, and adjust practices based on feedback from the instructional deans and VPAA.
• Trains the instructional department administrative assistants to effectively use Argos, Banner, 25Live and understand general instructional procedures.
• Plans and facilitates regular meetings each term for all instructional administrative assistants.
• Coordinates and facilitates instructional credit classroom scheduling through the schedule roll and batch run processes, as well as processing ad hoc department room requests. Supports departments to ensure proper room scheduling and adherence to college policies and procedures.
• Coordinates and facilitates class schedules and any related classroom scheduling for Adult Basic Skills (ABS), College Now, and the education programs at Deer Ridge Correctional Institute (DRCI). Facilitates the creation of CRNs, student accounts and registration processes for these instructional areas.
• Provides administrative support to the ABS and College Now departments which includes non-general fund and grant fund tracking, grant compliance tracking, and report preparation and review, faculty stipend processing, and invoicing.
• Maintains and coordinates faculty office space/location information in conjunction with COCC internal departments.
• Serves as a liaison for credit, ABS, DRCI, and College Now course cancellations.
• Serves as the primary instructional administrative assistant for the College campus during Summer term for all instructional departments.
• Reviews and tracks credit full-time faculty salary steps records, Annual Reports of Activities (ARA), peer evaluations, student evaluations, and other items related to promotion and tenure.
• Provides administrative support for credit part -time faculty orientation and Teaching Academy.
• Provides administrative support for Perkins Grant program which includes communicating with program directors, tracking and submission of budget items, facilitating faculty stipend payments, creating request forms, and providing support to program directors.

• Coordinates and facilitates the credit Faculty Load and Compensation (FLAC) process for all credit academic departments, including executing PEPFLAC, Banner and Argos reports, reviewing load assignment and mileage information, troubleshooting load issues with the instructional department administrative assistants, and preparing, analyzing, and summarizing data for administrative review.
• Reviews and tracks credit part-time faculty salary steps records, peer evaluations, and student evaluations.
• Reviews, corrects, and tracks supplemental and substitute Notices of Appointment (NOAs), credit adjunct and part-time faculty status and sick leave.

• Serves as a member of College committees and/or as a committee specialist providing administrative support.
• Performs other essential duties as assigned that support the overall objective of the position.

• Ability to work independently engaging in problem solving and resolution, and skillfully organize and perform multiple tasks within expected timelines.
• Ability to collaborate as a positive team member to solve problems and achieve goals; establish working relationships with College staff.
• Ability to work effectively with diverse internal and external stakeholders.
• Ability to use complex scheduling software, spreadsheets and other databases related to project tasks.
• Ability to schedule large meetings (in-person and virtual) working with numerous schedules using College software.
• Communicate effectively with and help to de-escalate persons who may be in an agitated state.
• Communicate effectively and positively with College faculty, staff, and administration, both orally and in writing, using the English language with or without the use of an interpreter.
• Work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Provide and maintain high level of customer service for students, staff, and departments.
• Familiarity with and ability to use computers, MS Office Suite software, and other computer applications with advanced proficiency.
• Ability to work with urgent and sensitive problems in a confidential manner.
• Demonstrate essential job functions outlined above.

• Bachelor’s degree in Business, Communications, Education, or related field.

• Three years of progressively responsible administrative support experience with knowledge of budget, office management, and data analysis.

• Administrative support experience beyond the minimum qualifications.
• Experience in a Higher Education setting supporting Instruction and/or Administration.
• Knowledge of Ellucian Banner software.