Database Specialist - Educational Talent Search (Grant Funded)

Enterprise State Community College; Muscle Shoals (AL); On-site; USD 41,000 - 60,000; Full time

Job summary

Northwest Shoals Community College seeks a Database Specialist to manage Talent Search participant records, handle data collection, entry, and reporting to support program operations and grant compliance.

The role involves clerical support, file maintenance, communications, procurement documentation, and ensuring confidentiality under FERPA, working closely with the Manager and staff to support daily operations.

Qualifications

• One year (32 semester hours) of postsecondary education required.
• Associate degree preferred.
• Two years of TRIO experience preferred.
• Experience with Banner preferred.
• Background similar to target population preferred.

Responsibilities

• Assist with APR preparation and submission to the U.S. Department of Education.
• Maintain and update the Talent Search database with accurate participant information.
• Organize and maintain electronic and physical files and documentation.
• Maintain confidentiality of participant information per FERPA and institutional policies.
• Generate and compile database reports for program monitoring and reporting requirements.
• Compile monthly participant statistics and program activities for submission to the Manager.
• Assist staff with data entry, recordkeeping, and retrieval of participant information.
• Coordinate program communications and assist with program events and attendance records.
• Prepare agendas, meeting minutes, and documentation for staff meetings.
• Assist with updating Talent Search policy and procedures manual.

Skills

Data entry

Recordkeeping

Clerical tasks

Administrative support

FERPA compliance

Education

Postsecondary coursework 32 sem hours

Associate degree

Tools

Banner

Job description

The Database Specialist is responsible for maintaining accurate participant records, managing program data, preparing reports, and providing administrative support for the Talent Search program. This position assists with data collection, entry, and reporting to support program operations and compliance with federal grant requirements. The Database Specialist also performs a variety of clerical and administrative duties, including maintaining files, processing documentation, coordinating communications, and assisting with program activities to ensure efficient daily operations.

This position is not eligible for tenure/non-probational status.

• Assist with the preparation and submission of the Annual Performance Report (APR) to the U.S. Department of Education.
• Maintain and update the Talent Search database, ensuring accurate and timely entry of participant information, services, and program activities.
• Organize and maintain electronic and physical files, reports, and documentation necessary for daily program operations.
• Maintain accurate and complete participant records, ensuring all required information and supporting documentation are properly recorded and filed.
• Maintain the confidentiality of participant information in accordance with FERPA and applicable institutional policies.
• Generate and compile database reports to assist with program monitoring, evaluation, and reporting requirements.
• Compile monthly participant statistics, program activities, and other required reports for submission to the Manager.
• Assist program staff with data entry, recordkeeping, and retrieval of participant information.
• Receive, process, and distribute program correspondence, telephone calls, emails, and other communications.
• Organize and maintain program curriculum, instructional materials, office supplies, and other resources.
• Prepare purchase requisitions, communicate with vendors, track purchase orders, and maintain purchasing documentation.
• Collect, organize, and maintain staff time and effort reports, monthly activity reports, travel requests, maintenance requests, and other administrative documentation.
• Assist with coordinating program events, workshops, meetings, and other Talent Search activities, including preparing materials and maintaining attendance records.
• Communicate effectively with Talent Search staff, college personnel, target schools, and other program partners.
• Provide administrative and clerical support to Talent Search staff to ensure efficient daily office operations.
• Assist the Manager with preparing agendas, materials, and documentation for monthly staff meetings.
• Record meeting minutes and prepare and distribute meeting documentation as directed by the Manager.
• Assist with the annual review and updating of the Talent Search policy and procedures manual.
• Maintain equipment inventory records, including documenting equipment assignments, checkouts, and returns.
• Maintain and update program social media accounts, including posting announcements, activities, and program information as directed.
• Work collaboratively with the Manager, Coordinator, Workforce Advisor, and other Talent Search staff to support program operations and foster a culture of teamwork and shared success.
• Perform other duties as assigned by the Manager.

• One (1) year (32 semester hours) of postsecondary education in related coursework from a regionally accredited institution, required.
• Minimum of an associate’s degree, preferred.
• Minimum of two years of experience working with under resourced populations, preferred.
• Two years of TRIO experience, preferred.
• Experience with Banner, preferred
• Background similar to the target population, preferred.

A complete application packet consists of the following:

• a completed Northwest Shoals Community College online application form,
• a current resume, and
• postsecondary transcripts (unofficial or official), which must include institution’s name, college degree, and degree date.

Applications should be received by no later than November 5, 2026.

Incomplete application packets will eliminate the possibility of an interview. Application packets received after the deadline date will eliminate the possibility of an interview. The submission of all required application materials by the deadline date is the sole responsibility of the applicant.

SALARY:Compensation is in accordance with the Alabama Community College System’s Salary Schedule E3-4 ($41,349 - $59,541).

Northwest Shoals Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Northwest Shoals Community College will make reasonable accommodations for qualified disabled applicants or employees. Applicants in need of an accommodation(s), should contact the Office of Human Resources prior to the interview. 256-331-5279

Applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense.

Northwest Shoals Community College will not be responsible for copying application packets for current or future positions.

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon an acceptable background check as determined by the College President.

Northwest Shoals Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.

Northwest Shoals Community College reserves the right to withdraw this job announcement at any time prior to awarding of employment.