What are the responsibilities and job description for the Instructional Services Specialist position at Cape Fear Community College?
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:
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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 facilities
- Collaborate with coordinators, directors and department heads to determine suitable class times and locations maximizing schedule availability
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Instructor 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 policies
- Follow up on the approval process for instructor contracts, liaising with relevant departments as needed to ensure contracts are fully executed prior to a class starting
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Administrative Support:
- Maintain accurate records of class schedules, instructor contracts, and related documentation
- Generate reports on class schedules, enrollment, and contract status as required
- Assist with budget tracking related to instructor contracts and class scheduling
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Compliance 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 processes
- Stay updated on relevant policies and procedures, implementing changes as necessary
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Interdepartmental Communication:
- Serve as the primary point of contact for scheduling and contract-related inquiries
- Coordinate with various departments, including Human Resources, Finance, and academic units
- Facilitate effective communication between instructors, administrators, and other stakeholders
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Process Improvement:
- Identify and implement ways to streamline scheduling and contract management processes
- Develop and maintain standard operating procedures for scheduling and contract management
- Provide recommendations for improving efficiency and effectiveness in departmental operations
- May perform other duties as assigned
- Comply with all record auditing procedures
Other Important Functions:
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Database Management
- Develop and maintain comprehensive scheduling, facilities, and instructor databases
- Perform regular updates and revisions to ensure data accuracy
- Create and process reports for administrative review
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Technical Resource and Support
- Serve as a primary technical resource for scheduling-related inquiries
- Implement and apply departmental policies related to scheduling and instructor loads
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Process Improvement
- Analyze current scheduling systems and recommend enhancements
- Develop and document standardized scheduling procedures
- Create timeline and calendars for schedule development
- Implement strategies to optimize scheduling efficiency
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Interdepartmental Collaboration
- Work closely with Payroll, Human Resources, and Academic Affairs
- Coordinate information exchange across different departments
- Resolve scheduling conflicts and communication gaps
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Reporting and Documentation
- Prepare comprehensive reports on scheduling metrics
- Maintain thorough records of all scheduling activities
- Generate end-of-semester and periodic scheduling reports
- Track and document instructor load information
- Perform data entry functions as necessary
- Assist with identifying opportunities for improving department standard operating procedures, service delivery, guidelines and procedures
- Maintain files for compliance with auditor’s demands
- Perform related duties and responsibilities as assigned
Qualifications
QUALIFICATIONS:
Knowledge of:
- Excellent organizational and time management skills
- Strong attention to detail and accuracy
- Proficiency in using scheduling software and database management systems
- Outstanding written and verbal communication skills
- Ability to work independently and as part of a team
- Adaptability and problem-solving skills
- Relevant computer programs and systems
- Principles and procedures of record keeping
- Basic principles of business letter writing and report preparation
- English usage, spelling, grammar and punctuation
- Modern office procedures, methods and computer equipment
- Microsoft Office and Google Drive applications and functionality – Word, Excel, PowerPoint, and Publisher
- Advanced mathematical principles
Ability To:
- Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative
- Cultivate and maintain professional collaborations and relationships
- Interpret and apply college goals, objectives, policies, procedures, rules and regulations
- Interpret and apply Federal, State and local policies, procedures, laws and regulations
- Communicate clearly, and concisely, both orally and in writing
- Establish and maintain cooperative working relationships with those contacted in the course of work
- Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulation
- Maintain effective audio-visual discrimination and perception needed for:
- Standing or sitting for extended periods of time
- Operating assigned equipment
- Handling varied tasks simultaneously
- Bending, stooping, climbing, or lifting up to 50 pounds
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Maintain mental capacity, which allow the capability of:
- Making sound decisions
- Responding to questions
- Demonstrating intellectual capabilities
- Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
-
Maintain effective audio-visual discrimination and perception needed for:
- Making observations
- Reading and writing
- Communicating with others
- Operating assigned equipment
- Handling varied tasks simultaneously
-
Maintain 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 equipment
- Handling varied tasks simultaneously
- Bending, stooping, climbing, or lifting up to 50 pounds
-
Maintain mental capacity, which allow the capability of:
- Making sound decisions
- Responding to questions
- Demonstrating intellectual capabilities
EXPERIENCE 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 Diploma
Minimum Experience:
- One year’s experience in a community college environment or similar business environment
- Windows and Microsoft Office experience
- G-Suite experience
- Must hold a valid North Carolina Driver’s License and have a clean driving record
Preferred Education/Training, Experience, Skills:
- Associate’s degree in a related field
- One (1) or more years’ experience as a class scheduler or providing class scheduling support
- One (1) or more years’ experience using software to build schedules and assign instructors.
- Ellucian/Colleague experience is strongly preferred
- Experience in establishing, marketing, and coordinating educational course offerings in a community college setting
- At least one to three year of sales/business development experience strongly preferred
- Ellucian/Colleague experience is strongly preferred
- Previous experience teaching or facilitating hybrid and/or online classes
Supplemental 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.
