Specialist II, Division IV Instructional Support

Yavapai-College; Prescott (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

Yavapai College in Prescott seeks an Instructional Program Specialist to provide operational, programmatic, and administrative support for academic programs. You will coordinate scheduling, communication, and curriculum processes to ensure compliant, high-quality instruction and student success.

The role requires collaboration with faculty, deans, and chairs, managing budgets, and coordinating special projects across the division in a fast-paced environment.

Qualifications

• Associates degree required; Bachelor’s preferred in education, administration, or related field.
• Experience coordinating academic programs or instructional units in higher education.
• Familiarity with budgeting, compliance, and data reporting processes.

Responsibilities

• Support scheduling and logistics for academic programs and courses.
• Provide operational support to faculty; coordinate meetings and minutes.
• Manage day-to-day administrative tasks including purchasing and travel.
• Track budgets, reconcile expenditures, and report to chairs and deans.
• Monitor regulatory requirements and ensure data accuracy.
• Coordinate division projects; communicate timelines and outcomes.

Skills

Organizational skills

Written and verbal communication

Project coordination

Faculty and stakeholder liaison

Microsoft 365 proficiency

Budget tracking awareness

Regulatory compliance

AI/educational tech familiarity

Education

Associate degree

Bachelor’s degree

Tools

Microsoft 365

Job description

The Instructional Program Specialist (ISS) provides operational, programmatic, and administrative support for academic programs in Div IV to ensure effective instructional delivery, regulatory compliance, and student success.

This role supports the delivery of writing-intensive, transfer-oriented, and discipline-specific programs, ensuring coordination of curriculum processes, compliance requirements, scheduling, and communication across departments.

The position serves as a key liaison between faculty, students, and administration, contributing to instructional effectiveness and student success while maintaining defined administrative boundaries.

Key Responsibilities:

1. Academic Program Support

• Support scheduling and program logistics in collaboration with deans, program leaders, faculty and department chairs

2. Faculty and Instructional Support

• Provide operational support to faculty (communication, materials, scheduling, onboarding support)
• Assist with coordination of meetings, agendas, and minutes for program activities
• Facilitate communication across faculty, departments, and administration

3. Administrative & Operational Support

• Manage day-to-day administrative processes including purchasing, travel, and document preparation
• Maintain organized records and ensure timely processing of required documentation

4. Budget & Resource Tracking

• Assist with budget tracking, reconciliation, and reporting
• Monitor expenditures and provide updates to chairs and deans
• Support resource planning for courses, programs, and initiatives

5. Compliance, Data & Reporting

• Track program requirements, deadlines, and regulatory expectations
• Ensure accuracy, completeness, and timeliness of division data

6. Project Coordination

• Coordinate special projects and initiatives across the division
• Monitor progress, communicate timelines, and ensure follow-through
• Identify issues and recommend solutions to leadership

Scope of Authority

• Operates with independent judgment on routine operational matters
• Recommends solutions and process improvements
• Escalates policy, personnel, and academic decisions to chairs and deans

Education:

Associates degree

Experience:

• One year of progressively responsible administrative experience, OR equivalent combination of education and experience
• Experience with project coordination and administrative processes
• Familiarity with budget tracking and reporting

Knowledge/Skills/Abilities:

• Strong organizational, time management, and project coordination skills
• Effective written and verbal communication across multiple stakeholders
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and problem-solving ability
• Proficiency in Microsoft 365 applications (Word, Excel, Outlook, PowerPoint)
• Demonstrated ability to effectively use and evaluate generative AI technologies and other emerging educational technology tools to support administrative and instructional processes while maintaining accuracy, privacy, and appropriate professional judgment
• Ability to work with confidential and sensitive information

Education:

• Bachelor’s degree

Experience:

• Experience in a higher education environment
• Experience supporting academic programs or instructional units

Knowledge/Skills/Abilities:

• Knowledge of curriculum processes, accreditation, or program compliance

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. In addition, the employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.