Assistant to Vice President of Instruction and Student Services​/Instructional Data Manager

This position is open until filled.

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.

• 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.

• 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.

• 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.

• 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.

• 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…