This position is open until filled.
For consideration, please submit a full application to https://www.schooljobs.com/careers/montgomerycollege
Reports to: Vice President of Instruction and Student Services
Supervises: None
The Assistant to the Vice President of Instruction & Student Services/Instructional Data Manager serves as a key administrative and operational support professional, functioning as the office manager and primary coordinator for instructional services activities. The position provides comprehensive administrative support to the Vice President of Instruction and Student Services, support to the Vice President of Administrative Services/CFO, and occasional administrative assistance to Academic Deans.
This role exercises independent judgment in managing administrative processes, prioritizing workflow, coordinating competing demands, and ensuring the Vice President has accurate and timely data to support informed decision-making. The position serves as a central point of communication and coordination within Academic Affairs, maintaining efficient operations while ensuring confidentiality and compliance with established college policies and procedures.
The role requires strong organizational skills, attention to detail, discretion, and the ability to work effectively with minimal supervision. In addition, the position serves as backup to the Executive Assistant to the President by recording and preparing minutes for the Board of Trustees and Cabinet meetings as needed.
Essential Responsibilities
Administrative Support
- Provide comprehensive administrative support to the Vice President of Instruction and Student Services.
- Manage the Vice President’s calendar, correspondence, and email communications.
- Receive and assist visitors and callers; assess inquiries and prioritize issues requiring the Vice President’s attention.
- Prepare official college correspondence and maintain effective communication channels, including email distributions and listservs.
- Record, prepare, and distribute meeting agendas and minutes.
- Support and coordinate meetings, committees, and special projects as assigned.
Instructional and Academic Support
- Develop and maintain semester course schedules and ensure accuracy on the college website.
- Monitor and verify the accuracy of course contact hours for all instructional offerings to ensure compliance with NCCCS regulations, accreditation standards, and institutional reporting requirements.
- Coordinate classroom scheduling and space utilization.
- Assist with registration activities and graduation activities as needed.
- Maintain knowledge of instructional programs, policies, and state regulations to support academic operations.
- Collaborate with Deans and the Registrar’s Office on scheduling, changes, census verification, academic calendars, and student appeals/reinstatements.
- Manage Class Makeup Forms related to inclement weather or scheduling changes.
- Maintain records of student appeals, reinstatements, incident reports, and accident reports in accordance with the Faculty Handbook.
- Corresponds with students regarding grade appeals.
- Assist with preparation and submission of reports to:
- State agencies
- Accrediting bodies
- Internal committees
- Maintains instructional and personnel data for reporting and compliance requirements.
Faculty and Payroll Support
- Prepare salary computations and generate contracts for part-time faculty.
- Obtain required approvals and signatures for instructor contracts and submit to payroll promptly.
- Work closely with the Business Office to ensure accurate and efficient payroll processing.
Data and Records Management
- Maintain accurate, secure, and confidential academic, clinical, and student records in compliance with FERPA and HIPAA regulations.
- Oversee instructional records and ensure proper documentation is maintained.
- Maintain and update the Academic Calendar and the college Fee Chart; distribute approved changes to appropriate departments.
Coordination and Program Support
- Coordinate Instructional and Student Services (I/SS) committee activities, including agenda preparation, meeting minutes, and follow-up actions.
- Support Program Plan of Study updates and related documentation.
- Assist with program operations to ensure the success of all curriculum offerings.
- Coordinate special events, including the annual Awards Ceremony (logistics, reservations, programs, awards certificates, etc.).
- Coordinates campus room reservations through scheduling software.
- Coordinates travel arrangements for personnel attending the SHOT Show event.
General Administrative Duties
- Route correspondence and documentation to appropriate departments.
- Serve on college committees as assigned.
- Perform clerical and administrative duties to support all curriculum programs.
- Support and enforce college policies and procedures, promote accountability and compliance.
- Perform other duties and special projects as assigned in support of the College’s mission, core values, and goals.
Qualifications & Degree Requirements
Education & Experience
- Associate’s Degree in Office Systems Technology, Information Systems Technology, or a related field from an accredited institution.
- Minimum of two (2) years of relevant administrative or office management experience.
- Working knowledge of the North Carolina Community College System (NCCCS) and experience with Colleague (Ellucian) student information system preferred.
Skills & Competencies
- Keyboarding proficiency of at least 50 words per minute.
- Strong proficiency in word processing and standard office software applications.
- Excellent written and verbal communication skills.
- Strong organizational, time management, and multitasking abilities.
- Ability to work independently, prioritize tasks, and meet deadlines.
- High level of accuracy and attention to detail.
- Knowledge of college operations, policies, and state regulations related to instruction.
- Ability to exercise sound judgment and discretion, particularly in handling sensitive or confidential information.
- Demonstrated initiative, flexibility, and problem-solving skills.
- Ability to manage multiple responsibilities simultaneously with minimal supervision.
Work Characteristics
- Highly self-motivated and proactive.
- Strong interpersonal skills and ability to work collaboratively across departments.
- Ability to adapt to changing priorities and workload demands.
- Commitment to maintaining confidentiality and professional integrity.
Supplemental Information
Equal Employment Opportunity
Montgomery Community College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex (including pregnancy), national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
