Salary : $3,724.00 Monthly
Location : Wilmington - Downtown Campus, NC
Job Type : Full Time Staff
Job Number : 25-00001
Division : President's Office
Department : Academic Affairs
Opening Date : 01 / 13 / 2025
Closing Date : 1 / 20 / 2025 11 : 59 PM Eastern
Position Description
DEFINITION :
The Instructional Services Specialist manages class scheduling and instructor contracts using specialized software and reporting tools. They ensure compliance with college, state, federal, and accreditation agency policies while building and maintaining class schedules and contracts. This role demands strong organizational skills, effective interdepartmental communication, and the ability to meet deadlines. The specialist employs systematic approaches, attention to detail, and adaptability to changing priorities, fostering effective communication across departments.
SUPERVISION RECEIVED AND EXERCISED :
- Receives administrative supervision from the Director, Institutional Effectiveness
- Exercises no supervision
Duties & Responsibilities (Essential Functions)
ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS :
Essential and other important responsibilities and duties may include, but are not limited to, the following :
Essential Functions :
Class Scheduling :Coordinate and schedule all classes with a focus on the Economic & Workforce Development Department
Manage the department's course calendar, ensuring optimal use of resources and facilitiesCollaborate with coordinators, directors and department heads to determine suitable class times and locations maximizing schedule availabilityInstructor Contract Management :Create and process instructor contracts for all scheduled classes
Ensure all necessary information is included in contracts and that they comply with institutional policiesFollow up on the approval process for instructor contracts, liaising with relevant departments as needed to ensure contracts are fully executed prior to a class startingAdministrative Support :Maintain accurate records of class schedules, instructor contracts, and related documentation
Generate reports on class schedules, enrollment, and contract status as requiredAssist with budget tracking related to instructor contracts and class schedulingCompliance and Deadline Management :Ensure all scheduling and contract processes meet institutional and departmental compliance criteria
Adhere to and manage deadlines for class scheduling, contract submission, and approval processesStay updated on relevant policies and procedures, implementing changes as necessaryInterdepartmental Communication :Serve as the primary point of contact for scheduling and contract-related inquiries
Coordinate with various departments, including Human Resources, Finance, and academic unitsFacilitate effective communication between instructors, administrators, and other stakeholdersProcess Improvement :Identify and implement ways to streamline scheduling and contract management processes
Develop and maintain standard operating procedures for scheduling and contract managementProvide recommendations for improving efficiency and effectiveness in departmental operationsMay perform other duties as assignedComply with all record auditing proceduresOther Important Functions :
Database ManagementDevelop and maintain comprehensive scheduling, facilities, and instructor databases
Perform regular updates and revisions to ensure data accuracyCreate and process reports for administrative reviewTechnical Resource and SupportServe as a primary technical resource for scheduling-related inquiries
Implement and apply departmental policies related to scheduling and instructor loadsProcess ImprovementAnalyze current scheduling systems and recommend enhancements
Develop and document standardized scheduling proceduresCreate timeline and calendars for schedule developmentImplement strategies to optimize scheduling efficiencyInterdepartmental CollaborationWork closely with Payroll, Human Resources, and Academic Affairs
Coordinate information exchange across different departmentsResolve scheduling conflicts and communication gapsReporting and DocumentationPrepare comprehensive reports on scheduling metrics
Maintain thorough records of all scheduling activitiesGenerate end-of-semester and periodic scheduling reportsTrack and document instructor load informationPerform data entry functions as necessaryAssist with identifying opportunities for improving department standard operating procedures, service delivery, guidelines and proceduresMaintain files for compliance with auditor's demandsPerform related duties and responsibilities as assignedQualifications
QUALIFICATIONS : Knowledge of :
Excellent organizational and time management skillsStrong attention to detail and accuracyProficiency in using scheduling software and database management systemsOutstanding written and verbal communication skillsAbility to work independently and as part of a teamAdaptability and problem-solving skillsRelevant computer programs and systemsPrinciples and procedures of record keepingBasic principles of business letter writing and report preparationEnglish usage, spelling, grammar and punctuationModern office procedures, methods and computer equipmentMicrosoft Office and Google Drive applications and functionality - Word, Excel, PowerPoint, and PublisherAdvanced mathematical principlesAbility To :
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiativeCultivate and maintain professional collaborations and relationshipsInterpret and apply college goals, objectives, policies, procedures, rules and regulationsInterpret and apply Federal, State and local policies, procedures, laws and regulationsCommunicate clearly, and concisely, both orally and in writingEstablish and maintain cooperative working relationships with those contacted in the course of workInterpret and apply CFCC goals, objectives, policies, procedures, rules, and regulationMaintain effective audio-visual discrimination and perception needed for :Standing or sitting for extended periods of timeOperating assigned equipmentHandling varied tasks simultaneouslyBending, stooping, climbing, or lifting up to 50 poundsMaintain mental capacity, which allow the capability of :Making sound decisions
Responding to questionsDemonstrating intellectual capabilitiesInterpret and apply CFCC goals, objectives, policies, procedures, rules, and regulationsMaintain effective audio-visual discrimination and perception needed for :Making observations
Reading and writingCommunicating with othersOperating assigned equipmentHandling varied tasks simultaneouslyMaintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following :Standing or sitting for extended periods of time
Operating assigned equipmentHandling varied tasks simultaneouslyBending, stooping, climbing, or lifting up to 50 poundsMaintain mental capacity, which allow the capability of :Making sound decisions
Responding to questionsDemonstrating intellectual capabilitiesEXPERIENCE AND TRAINING GUIDELINES :
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :
Minimum Education / Training :
High School DiplomaMinimum Experience :
One year's experience in a community college environment or similar business environmentWindows and Microsoft Office experienceG-Suite experienceMust hold a valid North Carolina Driver's License and have a clean driving recordPreferred Education / Training, Experience, Skills :
Associate's degree in a related fieldOne (1) or more years' experience as a class scheduler or providing class scheduling supportOne (1) or more years' experience using software to build schedules and assign instructors.Ellucian / Colleague experience is strongly preferredExperience in establishing, marketing, and coordinating educational course offerings in a community college settingAt least one to three year of sales / business development experience strongly preferredEllucian / Colleague experience is strongly preferredPrevious experience teaching or facilitating hybrid and / or online classesSupplemental Information
This position REQUIRES UNOFFICIAL TRANSCRIPTS AND / OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.To claim veterans' preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.STATEMENT OF NON-DISCRIMINATION
Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.
State of NC benefits
https : / / cfcc.edu / human-resources / current-employees / benefits / state-health-plan /
Salary : $3,724
