INTERNAL SEARCH - Instructional Services Coordinator

Calhoun Community College; Decatur (AL); On-site; USD 66,000 - 92,000; Full time

Job summary

Calhoun Community College in Decatur, AL seeks an experienced administrator to support the vice president and instructional units. You will lead administrative processes, supervise clerical staff, and coordinate the class scheduling and Banner catalog maintenance.

Required is a bachelor’s degree with 3+ years in educational administration and Banner experience. This role involves confidential work, budgeting support, and policy implementation within a college setting.

Qualifications

• Bachelor’s degree from an accredited institution is required.
• Minimum of three years of administrative support experience in a community college setting is required.
• Two years Banner software experience is required; Banner student experience preferred.
• Knowledge of FERPA and community college policies.
• Strong analytical, evaluative, and communicative skills.
• Proficient with Excel, Word, PowerPoint; ability to create reports.

Responsibilities

• Assist the Vice President in administrative and instructional operations.
• Coordinate activities for the instructional secretarial unit and share feedback with deans and VP.
• Manage class schedule process and Banner entry each semester.
• Maintain Banner electronic catalog and updated academic inventory.
• Prepare payroll rosters and employment contracts for staff.
• Coordinate committees and maintain Board Policy Manual.
• Prepare productivity, release time, and space utilization reports.
• Monitor part-time teaching load and faculty evaluations.

Skills

Analytical thinking

Grammar knowledge

Office procedures

FERPA awareness

Computer literacy

PowerPoint

Excel/Access

Word processing

Multiline phone system

Detail-oriented

Education

Bachelor’s degree

Tools

Banner software (Banner student)

Job description

INTERNAL POSTING

This position is posted in compliance with Alabama Code §16-22-15. It is the intent to place a current employee in this position.

Complex administrative work associated with assisting the vice‑president/president with responsibilities that may be of a confidential nature. Work includes devising and implementing new work methods, interpreting rules and procedures and may include supervising technical and clerical employees.

Salary

Salary: Appropriate placement on ACCS Salary Schedule C3, Grade II: $66,089 - $92,323 (Salary within this range is determined by your documented years of full-time related work experience)

Work Hours

Monday through Thursday, 7:45 a.m. – 5:15 p.m.; Friday 7:45 a.m. – 11:45 a.m.

1. Assist the Vice President in administrative and instructional operations.
2. Coordinate activities for the instructional secretarial unit. Hold regular meetings to gain feedback on processes and procedures and share feedback with instructional deans and vice-president. Keep instructional secretaries informed of any policy/procedural changes.
3. Coordinate the class schedule process and Banner entry each semester.
4. Maintain electronic catalog in Banner.
5. Coordinate and assist with preparation of the yearly instructional budgets.
6. Serve as Banner Team Leader for Instructional unit. Coordinate training activities for unit with outside consultants. Provide training to instructional divisions/departments. Problem solve when issues arise and implement solutions.
7. Serve as chair of the Calendar Committee. Draft, modify and submit academic calendar to the system office annually.
8. Prepare payroll roster and employment contracts for all full‑time and part‑time employees in the instructional area.
9. Serve as coordinator for the Curriculum and Catalog committees. Arrange meetings, make committee‑approved changes in catalog and coordinate printing of revised catalog each year.
10. Maintain and update academic inventory, common course directory and Board Policy Manual.
11. Work with Human Resource Office to process part‑time faculty evaluations.
12. Prepare productivity, release time, and space utilization reports.
13. Monitor part‑time teaching load and overload requests for full‑time faculty.
14. Track and initiate process for non‑probationary status for faculty.
15. Receive, input and process paperwork ensuring items are submitted in a timely manner.
16. Maintain strict confidentiality of all work‑related discussions, observations, and documents.
17. Make arrangements for conferences, deans, and instructional council meetings; prepare agenda, take minutes, and follow up on meeting action items.
18. Conduct research; collect and analyze information and data; prepare reports and findings.
19. Alert supervisor of any issues that are in need of upper management attention.
20. Recommend ways to improve processes and or procedures for more efficient operations.
21. Perform all duties with professionalism.
22. Proof and edit correspondence and documents.
23. Other duties as assigned.

1. A minimum of a Bachelor’s degree from an accredited institution and a minimum of three (3) years work administrative support experience in a community college setting is required.
2. A minimum of two (2) years Banner software experience, preferably Banner student experience is required.

1. Knowledge of community college policies and procedures.
2. Knowledge of rules of grammar.
3. Knowledge of generally accepted office practices and procedures.
4. Knowledge of FERPA.
5. Skills in advanced level of analytical, evaluative, and constructive thinking.
6. Skill in operating a mouse to control a computer.
7. Skill in operating a computer including tablets.
8. Skill in utilizing a multi‑line phone system.
9. Skill in operating a fax machine, copier, scanner, calculator, printer, camera and typewriter.
10. Ability to analyze and develop guidelines, procedures, and judgement.
11. Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports.
12. Ability to utilize Word or other word processing tools to prepare and communicate information.
13. Ability to make independent decisions based on correspondence, data or other information.
14. Use good judgement in decision making.
15. Ability to utilize and search the internet for information.
16. Ability to multi‑task and prioritize issues.
17. Ability to work and communicate with a variety of people from diverse backgrounds.
18. Ability to utilize email systems to communicate information.
19. Ability to work with minimal supervision.
20. Ability to operate in a professional manner at all times.
21. Ability to greet individuals of any background with friendliness, tact and courtesy.
22. Ability to draft letters and other correspondence.
23. Ability to proof and correct materials according to rules of grammar and business etiquette.
24. Ability to operate in high pressure situations and respond to issues in a calm manner.
25. Ability to create visual presentations using PowerPoint or another similar tool.
26. Detail‑oriented and conscientious about job duties and responsibilities.
27. Possess Initiative skills to respond to downtime by taking responsibility to do other work.
28. A focus on details.
29. A focus on being friendly and patient in responding to customer need.
30. Willingness and desire to gain new knowledge and apply that knowledge to work environment.
31. Willingness to maintain flexibility to meet faculty, staff, and student needs.
32. A positive attitude regardless of circumstances at hand.
33. Confidence in decision making and communication skills.

Background Check Statement

In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Calhoun Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary 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. Calhoun Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding.

Calhoun Community College participates in the E‑Verify system to verify employment eligibility for all newly‑hired employees.

Calhoun Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree‑granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Calhoun Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033‑4097, by calling (404) 679‑4500, or by using information available on SACSCOC’s website www.sacscoc.org. Specific questions regarding Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.

P.O. Box 2216

Decatur, AL 35609

256-306-2590

256-306-2591

[e-mail]